KRI Special Assistant & Operations Manager

About the Opportunity

Job Summary:
The KRI Special Assistant and Operations Manager will provide comprehensive support to the KRI Leadership Team (Director of the Kostas Research Institute / CEO of KRI at Northeastern University, LLC, and the KRI CTO) at the ICBM campus. The AOC reports to the Director of the Kostas Research Institute and will be responsible for identifying operational and administrative support needs, recommending and implementing appropriate approaches, and designing systems for ongoing management and day-to-day operations of the KRI office.

The Special Assistant and Operations Manager will be responsible for managing the complex calendars of the KRI Leadership Team, including synching between the separate NU and KRI server systems, and using independent judgement to prioritize time demands and deconflict as needed. The Special Assistant and Operations Manager will be responsible for diversified administrative and operational duties to insure smooth functioning of KRI administrative areas including, but not limited to, inventorying, ordering, and maintaining office and kitchen supplies, managing the bookings of conference rooms in the Kostas building, setting up meetings in Burlington and on other campuses as needed and ensuring smooth logistics, creating a system for tracking computer and small office electronics equipment, ensuring timely onboarding of new staff and ongoing productivity of technical staff in research execution, creating protocols and SOPs as the Kostas enterprise grows in size and geographic footholds, and, addressing other needs of a growing and busy research institute with the added layering of security regulations and requirements.

The Special Assistant and Operations Manager will also be the point person for creating or collecting content for and maintaining the KRI Website, coordinating with the ICBM Website point of contact for consistency and branding. The Special Assistant and Operations Manager will also be responsible for handling and directing inquiries coming in through the website or main office phone line.

This position requires strong organizational skills to manage and prioritize multiple projects, and excellent interpersonal communication skills to interact successfully with high-level visitors both internal and external to the university. This individual must be self-motivated, able to work independently and as part of a team, be proficient in Microsoft Office, and have the ability to learn new software as needed. This role requires the ability to work with confidential information always using good judgment and discretion.

Responsibilities:

• Identify operational and administrative support needs, recommend and implement appropriate approaches, and design systems for ongoing management and improvement
• Manage complex KRI Leadership calendars and coordinate high-level meetings
• Provide project management as requested by Leadership team
• Mange the bookings of conference rooms in the Kostas building
• Prepare agendas and meeting notes in a timely manner to ensure Leadership is well-prepared for all meetings, events, and speaking engagements
• Assist with travel planning as requested and complete expense reporting in accordance with university protocols
• Create and maintain tracking systems for equipment, lab purchases and serve as key contact for vendors and Director of Finance for follow-up as needed
• Oversee creation and collection of content and maintaining of the KRI Website
• Track, monitor and follow projects and correspondence
• Support event planning
• Work with KRI Leadership and Program Management Office on planning, scheduling, and successful execution of meetings, workshops, and technical seminars on the ICBM campus, working with security office as required to solicit and provide necessary information to comply with appropriate protocols

Qualifications:

• Eligible for and willing to obtain/maintain a DoD security clearance
• Bachelor’s degree
• 3-5 years of successful high-level support and program/project management support
• Strong organizational skills with excellent time management and the ability to problem solve effectively
• Sound judgement for prioritization of multiple tasks
• A professional attitude and an ability to interact effectively with customers, research sponsors, partner organizations, senior leaders, both external and at the University, and all levels of KRI personnel
• Excellent verbal and written communication skills with a customer (internal and external) service focus
• Strong computer and IT skills, especially in MS Office suite products, and ability to learn new programs/systems 

Preferred Qualifications:

• Familiarity with research environment and research funding
• Familiarity with DoD structures and protocols 

Position Type

General Administration

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:

108S

Expected Hiring Range:

$59,425.00 - $83,935.00

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.