Department: Health Service Admin Salary/Grade: NEX/11
Provides office management and general administrative support for Health Promotion and Wellness (HPaW), a unit of the Northwestern University Health Service (NUHS); and the Center for Awareness, Response and Education (CARE), which reports to the Executive Director of Counseling and Psychological Services (CAPS); and, to a small degree, other units in NUHS. Interacts with department staff, students, and other stakeholders around sensitive issues such as student substance use, sexual health, sexual violence, and other student health and safety concerns. This position reports to the Director of Health Promotion and Wellness, who will solicit input from the Director of CARE for performance reviews.
Office Management/Administrative Support
Coordinates administrative processes and prioritizes, directs and responds to administrative functions for Health Promotion and Wellness (HPaW) and Center for Awareness, Response and Education (CARE) staff requiring knowledge of office procedures specific to department operations and overall organization of the University.
Prepares and compiles correspondence, reports, etc, based on analysis, research and/or knowledge of subject matter, professional field and/or topic.
May create, maintain and proofread spreadsheets and/or reports, queries, charts, etc. based on supervisor’s information objectives. Collect information as it relates to benchmarking efforts. Maintains various office and department files.
Schedules appointments for HPaW/CARE staff members and Health Service Administration staff as needed; organizes and schedules meetings, makes travel arrangements, and engages in various committee activities and special events, as requested.
Provides administrative support for Director of Health Promotion and Wellness and other staff.
Acts as primary point of contact for HPaW by responding to students, parents, faculty, staff, visitors and others regarding HPaW programs, services and policies.
Manages calendar for all BASICS and Group Education appointments. Act as a liaison between Student Conduct, Residential Services, CAPS and HPaW during the referral process.
Maintains an accurate record of HPaW and CARE policy and procedures and implementation of new office policies and procedures; may propose revision of existing policies and procedures.
Oversees the daily tasks of 2-3 undergraduate work-study students.
Maintains content of HPaW, Alcohol Resources and CARE websites through content management server and works with SAIT to perform content and design overhauls.
May prepare presentation and training materials using Microsoft Office.
May be requested to take and produce meeting minutes for internal department committees and meetings.
Ensures the waiting area is clean and organized, and anticipates the needs of the department.
Participates in departmental and divisional committees as interested or needed.
Performs related duties as required or assigned including substitutions for other staff as needed.
Serves as back up sexual assault and domestic violence advocate as needed when CARE staff members are unavailable.
Serves as primary contact for room reservation requests and scheduling for five Searle Hall conference rooms. Maintains electronic reservation calendar through Exchange Server. Interacts with Health Service, CAPS and Student Affairs staff and clients via phone, email or in person to discuss space capabilities, availability and restrictions. Assist staff/clients with basic technology, room set-ups and other issues in conference rooms.
Coordinates or initiates requests for services from various University departments, including but not limited to catering orders.
Handles basic IT requests in-house and interacts with NUIT and SAIT as needed for conference room technology and staff IT support.
Collaborates with service provider to ensure prompt and effective resolution of service requests or building issues.
Coordinates moving and relocation of staff and equipment with the designated vendor for moving and storage projects.
Coordinates requests for service and maintenance of equipment as supported by external vendors.
Submits and tracks service requests to facilities management for building and maintenance related problems as needed.
Coordinates lost and found for the department.
Other duties and projects as assigned.
Purchasing and Financial Duties
Prepares purchase requisitions, online vouchers, travel and expense reports, reimbursements, petty cash and other financial transactions for goods and services for department operations and grant funded programs.
Coordinates resolution of invoice processing problems with Accounts Payable as needed.
Assists with processes to reconcile accounts, resolve discrepancies and/or outstanding financial transactions to ensure processing consistency with established NU policy and procedure and budget decisions are made in accordance with available funds.
Assists with the valuation and selection of vendors who provide goods and services to HPaW by researching and obtaining pricing of products meeting department needs.
Collaborates with HPaW staff to understand and be responsive to the purchasing needs of goods and services for each unit of the department.
Adheres to compliance with departmental and University-wide policies and procedures concerning the purchasing of goods and services for HPaW.
Maintains comprehensive records concerning all purchases of goods and services for HPaW; ensures all outstanding encumbrances generated by NU Financials are cleared from the system prior to the end of the fiscal year as related to overall efforts to manage budget control.
Develops custom ad hoc queries to produce reports on financial performance as requested
Processes temporary payroll and special pay transactions consistent with established cut off dates for payroll processing as needed.
May approve timecards for work study students.
May assist in process related to the preparation of the daily deposit from Patient Accounts as needed.
Health Service Administration
Assist Health Service Administration with various tasks as needed. Cross train with other administrative assistants to be able to provide support to other areas in the Health Service as needed.
A high school diploma and four years of experience in an administrative support position or the equivalent combination of education, training and experience from which comparable skills can be acquired;
Excellent PC skills, including Microsoft Office.
Customer service oriented, dependable, independent and highly organized.
Ability to work independently with minimal supervision.
Ability to establish and maintain effective working relationships with students, other employees, and internal and external clients.
Attention to detail, meets deadlines, strong oral and writing skills.
Minimum Competencies: (Skills, knowledge, and abilities.)
Communication-Oral and Written
Microsoft Office Suite, including Outlook
A bachelor's degree and three to five years of experience working in a college health setting or the equivalent combination of education, training and experience from which comparable skills can be acquired;
Knowledge of college health services or health promotion
Experience scheduling rooms, meetings, appointments and working with external clients.
Completed or willingness to complete Sexual Assault 40 hour Illinois Medical Advocate training and/or 40 hour Domestic Violence Advocate training
Preferred Competencies: (Skills, knowledge, and abilities)
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: 37667
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.