The administrative Assistant provides a variety of clerical and administrative support which may include drafting and typing letters, charts, graphs, etc. using word processing, spreadsheet, database, and presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and managing supervisor’s and department calendar.
Please note: This is a three year termed appointment eligible for renewal dependent on performance and available funding.
Documents & Databases
Proofs for spelling & grammar.
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
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.
Enters purchase orders and reimbursements into NU Financials
Prepares reimbursements for professors and visitors, as needed;
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.
Sorts and distributes mail; notifies recipients of packages;
Serves as backup for Program Assistant 2. Backup may include ordering office supplies and coordinating maintenance of office equipment when the PA2 is out.
Coordinates faculty promotion and tenure document processing.
Works with the faculty hiring committee to coordinate faculty hiring which includes scheduling visits, making travel accommodations, and submitting job postings.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Monitors and approves emails to department listservs.
Interprets existing policies & procedures; 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.
A bachelor’s degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
Experience in a higher education setting working with faculty and students; Experience working with NU internal systems such as SES. Familiar with NU policies and procedures.
Preferred Competencies: (Skills, knowledge, and abilities)
Being helpful, respectful, and approachable and team oriented, building strong working relationships and a positive work environment.
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
Ability to work independently when not working as part of the team.
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: 39968
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.