Department: Office of the Provost Salary/Grade: NEX/11
The Administrative Assistant 3 coordinates administrative processes and prioritizes, directs, and responds to matters involving administrative functions associated with the Northwestern Emeriti Organization (NEO). Creates and maintains associated documents, spreadsheets, databases; coordinates and prepare materials for meetings and events. Documents and maintains processes and procedures of the organization.
Please note: This position is a part-time appointment (up to 12 hours per week) and the hours are flexible in coordination with the supervisor.
Manages organization’s calendar.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Does background research for meetings and reports.
Prepares event materials.
Manages registrant information.
Manages registration and travel to professional meetings.
Verifies invoices and expense reports; and/or reconciles to budget.
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases of NEO members.
Prepares queries, reports, surveys, statistics, tables, charts, etc. based on information compiled from various sources.
Maintains and disseminates information for organization listserv and other methods of communication.
Determines format, elements, trends, etc.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Manages appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Basic working knowledge of cloud-based document-sharing programs (e.g., Box) is expected.
A high school diploma or equivalent
4 years of administrative support or other relevant experience required
Excellent interpersonal skills, high flexibility, and ability to work effectively with internal and external constituents, including students, faculty, administrators, and representatives of outside organizations
Preferred Competencies: (Skills, knowledge, and abilities)
Familiarity with higher education settings and faculty
Experience managing and updating website content
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: 37254
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.