Department: MCC Electrical & Computer Eng Salary/Grade: NEX/10
Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.
Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.
Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or department calendar.
Assists the Department Chair and the Department Business Administrator in carrying out office needs, procedures, and policies. Handles confidential matters. Acts as a liaison among staff, faculty & students within the department and within McCormick. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. Provides administrative support for the Chair that includes coordinating promotion and tenure procedures and communication, maintaining calendar, coordinating travel plans, processing expense reimbursements. Coordinates faculty recruitment visits, retreats, travel arrangements and expense reimbursements.
Documents & Databases
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Processes accounts payables &/or receivables.
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Completes routine payroll actions.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Process faculty appointments and reappointments.
Coordinates supervisor's &/or department calendar.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Provides general administrative support to the EECS department Chair, Business Administrator, faculty, students, staff, outside contacts, and visitors.
Assists in the promotion and tenure review processes by collecting, organizing and filing information, soliciting letters of recommendation, creating background descriptions of people who write letters of support, creating the master file of all information and submitting it to the Dean’s office by the deadline.
Assists in the process of faculty recruitment by placing search ads, maintaining files, entering position info into FASIS database, providing administrative support to the search committee, handling correspondence, processing visitor reimbursements, and making arrangements for candidate visits.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Sends out and process e-mail and voicemail on a daily basis for the department Chair.
Coordinates work of receptionists, program assistants, temporary/work-study students, etc.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 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.
Preferred Qualifications: (Education and experience)
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to maintain a high professional standard and have experience and a clear understanding of customer service.
Excellent written and verbal communication skills and willingness to work with and help others.
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: 36957
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.