Department: MED-Galter Health Science Library Salary/Grade: NEX/11
Coordinates administrative processes & prioritizes, directs, & responds to business matters involving administrative functions associated with education, research, &/or operations. Creates & maintains associated documents, spreadsheets, databases, meetings, special events, etc. & alerts supervisor of critical issues & upcoming events.
This position supports the Galter Health Sciences Library & Learning Center 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.
Documents and Database
Independently responds to & composes correspondence.
Creates & maintains standard spreadsheets &/or databases.
Maintains and updates all Galter Library internal directories, listservs and other databases to ensure they are current and up-to-date.
Approves appropriate expenses, purchases & reimbursements per budget.
Maintains accounting balances for grants/contracts.
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 Galter staff as well as visitor expense reports for Galter guests.
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.
Resolves hiring, termination, etc. processing problems.
Assists with onboarding by making sure that new staff member has wildcard, keys, and any other supplies they may need.
Verifies invoices & expense reports; &/or reconcile to budget.
Orders supplies for Galter Library as needed.
Manages calendar of the administration department, specifically the Galter Library 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.
Screens & prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies & procedures.
Researches information to resolve problems or issues.
Serves as first point of contact for the administration department and acts as a liaison to answer any inquiries.
Handles all facilities related requests and coordinates the completion of the work at Galter Library.
Maintains spreadsheet of facilities related items.
Assists admin team with any renovations related items.
Performs other duties as assigned.
HS diploma or equivalent required
4 years’ administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, 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.
Customer service experience in a fast-paced library, retail or similar environment.
Preferred Competencies: (Skills, knowledge, and abilities)
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 Galter leadership.
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: 36632
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.