In conjunction with supervisor, develops objectives & then independently creates timeline & general tasks associated with applicable functions which may include marketing, promotion, communication, finance, HR, reporting, record control, compliance, etc. Reviews methods to improve workflow, simplify reporting procedures, &/or implement cost reductions. Analyzes administrative operating practices, such as recordkeeping systems, forms control, office layout, budgetary requirements, etc. to create new systems &/or revise established procedures to better meet goals & objectives.
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, ensures creation of all necessary documents which may include drafting proposals, presentations, etc.
Administers budget & expenditures for entire dept, program &/or project.
Coordinates budget submission.
Drafts actual budget.
Monitors approved budget; ensures adherence.
Determines needs for supplies & specialized equipment.
Makes substitutions based on knowledge of subject, field or function.
Manages supervisor's &/or dept complex calendar deciding on appointments to balance conflicting priorities.
Conceptualizes & organizes events which require a knowledge & sensitivity to issues, cultures, protocol, etc. & may be comprised of a series of days &/or venues & may require researching potential program areas.
Acts as supervisor's internal/external representative as necessary to build & maintain local, national, & international relationships & facilitate flow of work.
Responds to unanticipated & complex issues.
Supervises receptionists, program assts, temporary/work-study students, secretaries, clerical/financial assts, interns, etc.
Performs other duties as assigned
A high school diploma or equivalent required.
6 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Competencies: (Skills, knowledge, and abilities)
Action oriented - Willing or likely to take practical action to deal with a problem or situation.
Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Meets deadlines - Displays consistency and success in adhering to deadlines.
Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
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: 37341
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.