Department: Education & Social Policy Salary/Grade: NEX/10
The Administrative Assistant 2 provides administrative support for the SESP Dean’s office. This includes overseeing the reception desk, processing reimbursements, coordinating the payroll process for temporary staff and work study students, and managing keys for the building. This role will also support the SESP Communications team, providing support with social media posts, web communications, and mailing list coordination.
This role provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or dept calendar.
Prepares manuscripts, scientific, technical and/or statistical documents; proofs for spelling and grammar. Enters information into spreadsheets and/or databases and may create equations and/or compile routine reports, statistics, tables, charts, etc. from readily available information.
Coordinates content maintenance of websites and/or blogs and may train and/or assist faculty and/or staff in updating their websites and/or blogs.
Processes accounts payables and/or receivables; verifies income and/or expense; resolves discrepancies and over/under budget problems, etc. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets. May complete routine payroll actions.
Processes a limited variety of routine HR transactions and provides information on HR policies and procedures.
Coordinates supervisors and/or dept calendar including registration and travel. Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments.
Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of personnel both internally and externally.
May coordinate work of receptionists, program assts, temporary/work-study students, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Ability to understand and interpret financial statements and reports including reconciling financial records;
Demonstrated ability to consistently display accuracy and attention to detail;
Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts; Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar;
Regularly monitors customer satisfaction and provides suggestions to improve quality and value to the customer;
Proficiency with Macintosh production systems and software;
Ability to plan, organize and schedule in an efficient, productive manner and target projects or initiatives that require special attention and focus on key tasks when faced with limited time and/or resources;
Ability to build collaboration by encouraging trust, mutual respect and shared purpose among various participants in an engagement;
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: 35770
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.