Administrative Assistant 2

Northwestern University; Chicago (IL); On-site; USD 25,375 - 31,712; Full time

Benefits offered by this job

Health insurance

Paid vacation and holidays

Tuition benefits for employees and dependents

Job summary

Northwestern University is seeking an Administrative Assistant 2 to provide administrative support in the MED-Vascular Surgery department. The role includes processing purchases, managing student observerships, and supporting admissions inquiries.

The ideal candidate will have a high school diploma and 2 years of relevant administrative support experience. Competitive benefits are offered, including health and tuition benefits.

Qualifications

• At least a high school diploma or equivalent is required.
• 2 years of experience in administrative support is necessary.
• Intermediate knowledge of word processing, spreadsheet, and database software is required.

Responsibilities

• Provide front-line administrative support to students, faculty, and staff.
• Process purchases and reimbursements for the department.
• Manage student observerships and coordinate meetings and events.

Skills

Intermediate knowledge of word processing, spreadsheet, email, and database software programs

2 years of administrative support or other relevant experience

Education

High school diploma or equivalent

Job description

Department

MED-Vascular Surgery

Salary/Grade

NEX/10

Salary Range

Target hiring range for this position will be between $18.42 - $23.02 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

The Administrative Assistant 2 provides front-line administrative support to students, faculty, and staff, creating a welcoming office environment and managing phone and email inquiries. Responsibilities include processing purchases, reimbursements, managing student observerships, reserving rooms and coordinating meetings and events, supporting admissions and registration inquiries, maintaining faculty allocation spreadsheets and arranging travel for visiting faculty, and building partnerships across the university and medical center to ensure timely, accurate completion of divisional tasks. Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, & presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's & department calendar.

Specific Responsibilities

Documents & Databases

• Prepares manuscripts, scientific, technical & statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets & databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

• Coordinates content maintenance of websites & blogs.
• Trains & assists faculty & staff in updating their websites & blogs.

Accounting

• Processes accounts payables & receivables.
• Verifies income & expense.
• Resolves discrepancies & over/under budget problems.
• 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.Prepares budget reports & spreadsheets.
• Completes routine payroll actions.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates supervisor's & department calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms & guest speaker & arranging for routine materials, technology & refreshments.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures.

Supervision

• Coordinates work of receptionists, program associates, temporary/work‑study students, etc.

Minimum Qualifications

• A high school diploma or equivalent required.
• 2 years of administrative support or other relevant experience required.

Minimum Competencies

• 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 us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Equal Opportunity Employer

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.