Position: Temporary Full-time Administrative Assistant 4 Hours: This is a full-time position ( 40 hours per week/ 8:00am-4:00pm / M-F) Pay: $20.00 per hour Campus: Chicago Approximate start date: ASAP Approximate end date: 03/22/2019
Northwestern University is seeking a temporary Full-time Administrative Assistant 4 for the Chicago campus.
Temporary Job Description:
The Administrative Assistant coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. The Administrative Assistant reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
This position supports the Galter Health Sciences Library Director, Deputy Director, Department Administrator, faculty librarians, staff and students. Under general direction from the administration, this position is responsible for managing their complex calendars, meeting schedules, travel schedules, time commitments and organizing correspondence, and associated paperwork. The ideal candidate will possess critical thinking skills and exercise excellent judgment/problem solving skills to resolve routine and complex issues and handle information of a highly confidential and critical nature. This position also provides reception coverage and serves as the first point of contact for internal and external parties.
Areas of Responsibility:
Documents and Database
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Maintains and updates all GHSL internal directories, listservs and other databases to ensure they are current and up-to-date.
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administers budgets &/or accounting balances for multiple awards.
Maintains a tracking sheet of expenses and maintains thorough files of all back-up documentation of transactions and monthly account reconciliation.
Completes expense reports for all GHSL staff as well as visitor expense reports for GHSL guests.
Coordinates administration of HR actions from hiring to termination.
Supports staff &/or academic searches.
Recommends & implements changes to administration of HR procedures for unit/dept.
Coordinates administration of some HR activities. Will support faculty and staff recruiting including scheduling search committee meetings, scheduling interviews with multiple parties, and corresponding with candidates. Escorts candidates to interviews when appropriate.
Assists with onboarding by making sure that new staff member has wildcard, keys, and any other supplies they may need.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Ensures that all logistics have been completed such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc.
Manages calendar of the GHSL Director. Coordinates meetings, has working knowledge of setting and cancelling meetings based on subject, attendees, and Director’s priorities. Identifies and schedules meeting space with A/V capabilities on both campuses as well as off-campus locations.
Prepares and disseminates agenda and meeting minutes on a timely basis.
Acts as a gatekeeper for the Leadership Team to make sure that they have a summary of action items and adhere to meeting schedules.
Represents the department, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Handles all facilities related requests and coordinates the completion of the work at GHSL.
Maintains spreadsheet or facilities related items.
Assists Admin. team with any renovations related items.
Other duties as assigned.
Minimum Qualifications Required:
HS diploma or equivalent required.
5 years’ administrative support or other relevant experience required.
Customer service experience in a fast-paced library, retail or similar environment required .
Advanced knowledge of word processing, spreadsheet, e-mail, and database software programs.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.
Excellent written and verbal communication skills.
Ability to prioritize and follow-up when necessary.
Can work independently and demonstrates good judgment when faced with decision making, acts with minimal direct supervision from GHSL leadership
MS Office suite 2013 (Word, Excel, PowerPoint, Outlook).
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 34965
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.