Administrative Assistant 2

Northwestern University; Chicago (IL); On-site; USD 30,000 - 32,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Paid time off

Tuition benefits

Retirement savings

Wellness programs

Job summary

Northwestern University is seeking an administrative support specialist to provide clerical and budgeting assistance within the Facilities Mgmt EV department. You will draft letters, prepare reports, manage calendars, coordinate travel and events, and maintain office operations with AI-enhanced tools.

The role requires a high school diploma and at least 2 years of administrative experience, with proficiency in word processing, spreadsheets, email, and databases.

Qualifications

• High school diploma or equivalent.
• 2 years of administrative support experience.
• Intermediate knowledge of word processing, spreadsheets, email, and database software.

Responsibilities

• Draft and type letters, reports, charts, using word processing and presentation software.
• Maintain dept calendar, arrange travel and meetings.
• Perform basic bookkeeping and reconcile charges.
• Enter information into spreadsheets and/or databases.
• Prepare agendas and coordinate events for meetings.
• Screen calls and visitors.
• Provide information via phone, email, mail.

Skills

Word processing

Spreadsheet

Email

Database software

Education

High school diploma

Job description

Department: Facilities Mgmt EV

Salary/Grade: NEX/10

Target hiring range for this position will be between $22.00 -$23.50 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using AI enhanced word processing, spreadsheet, database, &/or presentation software; provides basic bookkeeping and assists with the reconciliation of charges; screens calls & visitors; prepares agendas & making arrangements including travel, etc. for meetings & special events; &/or manages dept calendar, maintains office, including copiers, office supplies and kitchenette.

Specific Responsibilities:

Documents & Databases

• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Accounting

• Reviews, enters, tracks, &/or maintains documentation & logs of financial transactions.
• Assists with reconciliation of accounts
• Investigates & resolves discrepancies.

Human Resources

• Processes a limited variety of routine HR transactions.

Coordination

• Coordinates dept calendar
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.

Contacts

• Provides information via phone, e-mail, mail, etc

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• 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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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