JOB DESCRIPTION:

The Administrative Assistant & Analyst serves as the operational backbone of the Office of the Chief Information Officer (CIO) at Northeastern University. This is a high-visibility, high-impact role that blends traditional office management with substantive analytical responsibilities in contract administration and project coordination. The incumbent will help shape the culture of ITS, serve as the face of ITS Business Operations, and provide operational support to the senior leadership of ITS.

This position is intentionally designed as a launchpad for ambitious and hardworking professionals. Individuals in this role will gain hands-on exposure to enterprise IT operations, procurement cycles, and vendor relationships building a foundation for advancement into specialized tracks in the future.

24/7 business continuity:

This role requires occasional availability outside of traditional working hours to address urgent business needs as they arise, including, but not limited to, responding to security incidents, supporting software deployments, resolving software issues or system breaks, and addressing other critical operational requirements. The ideal candidate must be proactive and adaptable, ensuring minimal disruption to business operations by promptly addressing any issues, regardless of time or day. Flexibility and a strong sense of urgency are essential for success in this position.

Other duties as required:

This role requires flexibility in performing duties outside of the primary responsibilities to support evolving business needs. The ideal candidate must be adaptable and willing to take on additional tasks or projects as required, ensuring smooth operations across the organization. This may include stepping in to assist with cross-functional teams, handling unexpected challenges, or contributing to initiatives that support business growth and success. A proactive mindset and the ability to pivot quickly are essential for thriving in this dynamic environment.

Hybrid work schedule:

This role is hybrid and in the office a minimum of three days a week to facilitate collaboration and teamwork. In-office presence is an essential part of our on-campus culture and allows for engaging directly with staff and students, sharing ideas, and contributing to a dynamic work environment. Being on-site allows for stronger connections, more effective problem-solving, and enhanced team synergy, all of which are key to achieving our collective goals and driving success.

Minimum Qualifications

o Bachelor's degree in Business Administration, Communications, Information Studies, or a related field or equivalent combination of education and experience

o Minimum two (5) years of progressively responsible administrative or office coordination experience

o Demonstrated proficiency with office productivity tools (Microsoft 365 / Google Workspace) and collaboration platforms (Teams, Slack, Zoom)

o Excellent written and verbal communication skills with a high level of professionalism in all interactions

o Proven ability to manage multiple concurrent priorities, meet deadlines, and exercise sound judgment under pressure

o Strong organizational skills and acute attention to detail

o Demonstrated commitment to diversity, equity, inclusion, and fostering a culture of belonging

CORE Competencies

Service Excellence

Anticipates needs, follows through reliably, and consistently delivers a high-quality experience to every stakeholder.

Collaborative Partnership

Builds trust across teams, navigates diverse perspectives with empathy, and drives alignment through inclusive communication.

Analytical Thinking

Synthesizes information from multiple sources, identifies patterns, and translates findings into clear, actionable insights.

Discretion & Integrity

Handles sensitive information with the highest level of confidentiality and models ethical conduct in all interactions.

Adaptability & Initiative

Thrives in a fast-paced, evolving environment; proactively identifies problems and pursues solutions without waiting to be directed.

Growth Mindset

Embraces learning opportunities, seeks feedback, and actively invests in personal and professional development.

Key Responsibilities & Accountabilities

Identify the most important job duties (maximum of 5) using no more than 3-4 concise sentences. Indicate the typical percent of time required for each job duty; the total percent of time must equal 100%. Begin with the most important duty.

Office & Administrative Management

Manage day-to-day operations for the office of the CIO, including calendar management, meeting coordination, travel arrangements, and correspondence on behalf of senior ITS leadership

Serve as the primary point of contact for internal and external stakeholders seeking to engage with ITS leadership; exercise professional judgment in prioritizing and routing requests

Maintain organized filing systems physical and digital for contracts, correspondence, policies, governance documentation and ITS belongings

Coordinate purchasing requests, expense reporting, and budget tracking in compliance with university financial policies

Manage onboarding/offboarding logistics for new ITS staff and visiting partners, ensuring a welcoming and well-prepared experience

Executive Support Office of the CIO

Prepare agendas, compile briefing materials, and capture action items for CIO staff meetings, governance committees, and senior leadership forums

Coordinate and track follow-through on action items and strategic priorities emerging from executive meetings

Liaise between the CIO's office and other university divisions, academic units, and global campuses to facilitate information flow and relationship management

Events Coordination

Support ITS division events including all-hands meetings, team retreats, professional development sessions, external partner engagements, and community-building activities

Manage event logistics from inception to completion: venue selection, catering, technology setup, communications, registration, and post-event follow-up

Contract & Vendor Analyst (Developmental)

Support the full lifecycle of ITS vendor contracts: intake, review coordination, routing for approval signatures, execution, storage, and renewal tracking

Assist in maintaining a comprehensive ITS contract registry with key data points including term dates, value, responsible owner, and renewal milestones

Assist in the preparation and review of vendor Statements of Work (SOWs), Master Service Agreements (MSAs), and Non-Disclosure Agreements (NDAs) under the guidance of senior staff and legal counsel

Assist in preliminary vendor research, competitive landscape summaries, and performance benchmarking to support contract negotiations and renewals

Coordinate vendor performance review meetings; assist in preparation of scorecards and track follow-up action items

Support the procurement process for ITS goods and services, including requisition preparation, vendor correspondence, and adherence to university purchasing policies