Department: IT Administration & Finance Salary/Grade: NEX/12
Job Summary: Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; and/or managing supervisor's and/or department calendar.
Enters information into spreadsheets and/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Uses Box account for document uploads and references; updates regularly.
Coordinates content maintenance of websites and/or blogs.
Trains and assists faculty and/or staff in updating their websites and/or blogs.
Processes accounts payables and/or receivables.
Verifies income and/or expense.
Enters, tracks, & maintains documentation & logs of financial transactions.
Investigates & resolves discrepancies.
Completes routine payroll actions for timesheet.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Assist in onboarding and off boarding for staff and consultants (key distribution/recollection, provide resource links, on-floor assistance).
Coordinates events which may include scheduling rooms, arranging for routine materials, technology & refreshment.
Creates interview schedules for prospective applicants and appropriate follow-up with staff.
Assist staff with finding resources for ergonomic assessments as needed.
Provides information via phone, e-mail, mail, etc.
Provides coverage for administrative assistants in cases of absences, vacations, conferences, etc. – reception desk, meeting or event “day-of” assistance, miscellaneous projects within building and campus
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Performs other duties as assigned.
A high school diploma or equivalent required.
Two 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.
Ability to adapt to last-minute assignments.
Flexibility with work tasks.
Associates degree and/or Bachelor’s
Preferred Competencies: (Skills, knowledge, and abilities)
Two years’ experience with Microsoft Office (Word, Excel, Outlook)
Two years’ experience with creating databases (Box)
Takes initiative to learn further software skills as needed
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: 37328
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.