Administrative Access Coordinator

About the Opportunity

Overview

Dr. Mona Minkara a blind Assistant Professor of Bioengineering at Northeastern University is seeking a full-time Administrative Access Coordinator (AAC) to make accessible and coordinate all operations related to Dr. Minkaras office and laboratory. This position will draft and execute high-level communication to internal and external collaborators (including faculty researchers and university staff) oversee a strict calendar schedule and ensure all calendar invites are accessible with specific links and audio support to Dr. Minkara.

This position will manage the operations of Dr. Minkaras team and analyze manage and make accessible financial reports (including grants start-up and discretionary accounts) for Dr. Minkaras office. The AAC also collaborates with the Bioengineering business management team to achieve appropriate fiscal processing. This position utilizes critical thinking constantly to develop creative and unique solutions to challenges associated with visual accessibility in the academic environment and beyond. Responsibilities will also include providing access and visual information booking travel and periodically attending conferences with the Assistant Professor.

This position maintains continuous correspondence with the Assistant Professors students (teaching and research) and ensures frequent quality communication. The AAC will meaningfully collaborate over creative efforts on Dr. Minkaras team including but not limited to academic conference preparation recruitment efforts for her research lab and office team and occasionally contributing original content for external dissemination.

Minimum Qualifications

• Bachelors degree required

• Excellent organizational skills and high attention to detail

• Punctual and responsive to a time-sensitive schedule; responsible and trustworthy

• Excellent communication and interpersonal skills; strong notetaker and attentive listener

• Ability to work well under pressure with strong multitasking and problem-solving abilities

• Financial and office management bookkeeping experience preferred

• Independent and efficient worker with strong project management skills

• Flexible adaptive and capable of high-level critical thinking to address accessibility challenges as they arise

• Commitment to maintaining finances and other university systems in an accessible manner

Key Responsibilities & Accountabilities

1. Project Management (10%)

• Oversee projects related to the Assistant Professors most pressing initiatives including scheduling attending and participating in meetings executing project work and allocating resources and planning

• Coordinate follow-up items to ensure project roadblocks or holds are addressed in a timely manner

• Track progress on projects tasks and report obligations

2. Calendar Management (10%)

• Manage and coordinate a high volume of demands for the Assistant Professors time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts

• Respond quickly and efficiently to schedule changes with diplomacy

• Synthesize information to understand relationships and leverage them to the advantage of the Assistant Professor

• Anticipate the Assistant Professors needs by independently soliciting and providing necessary backup and research materials to ensure she is well-prepared for all meetings events and speaking engagements

3. Office Management (15%)

• Increase office accessibility through initiatives including creating Braille labels to improve the Assistant Professors navigational abilities creating tactile calendars to empower independent schedule reading and critically improving upon existing systems

• Create tactile representations of visual materials such as diagrams and figures

• Oversee office operations including management of technical equipment inventory (laptops printers etc.); maintain inventory monitor levels and place orders to ensure appropriate equipment is available

• Hire supervise evaluate and train student staff; complete onboarding and oversee the recruitment development and retention of Co-Op and graduate assistant staff

4. Travel & Conference Preparation (15%)

• Make travel arrangements for the Assistant Professor prepare itineraries and event information and conduct necessary research to ensure preparation for events or meetings

• Process and track travel and expense vouchers

• Provide human guide support for travel accessibility

5. Communication (10%)

• Communicate on behalf of the Assistant Professor

• Advance and monitor progress on the Assistant Professors initiatives; identify and track specific assignments

• Review revise and summarize correspondence and briefs for the Assistant Professor

• Create accurate and professional reports and presentations

6. Financial Analysis & Reporting Operations and Grants (20%)

• Meet regularly with the Assistant Professor to review current and future expenses and operating budget needs

• Responsible for financial monitoring of grant and operational budget accounts

• Identify and resolve discrepancies with AP the Budget Office Student Affairs Office and other key partners through detailed financial analysis

• Responsible for timely processing of bill payments budget reconciliations and Concur reports as well as the review of purchase and reimbursement requests from staff

• Ensure accurate documentation reporting and compliance with established operational and financial procedures

7. Providing Access to Visual Information (20%)

• Provide access to visual information in ways suitable to the Assistant Professors needs including: Verbally describing complex figures and images Reading inaccessible material received via traditional methods such as mail and email (including PDFs and flyers) Occasionally helping the Assistant Professor navigate the Northeastern University campus

Position Type

Additional Information

Northeastern University considers factors such as candidate work experience education and skills when extending an offer.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race religion color national origin age sex sexual orientation disability status or any other characteristic protected by applicable law.

Compensation Grade/Pay Type:

Expected Hiring Range:

With the pay range(s) shown above the starting salary will depend on several factors which may include your education experience location knowledge and expertise and skills as well as a pay comparison to similarly-situated employees already in the role. Salary ranges are reviewed regularly and are subject to change.