Administrative Assistant 3

Northwestern University; Chicago (IL); In loco; USD 27.000 - 35.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health, dental, vision insurance

Paid vacation and holidays

Tuition benefits for employee and60+%

Descrizione del lavoro

Northwestern University is seeking an experienced administrative coordinator in Chicago to support education, research, and operations. You will handle documents, databases, and reporting while maintaining financial records and supporting HR processes.

The role requires strong organizational skills, proficiency with Microsoft Office, and the ability to manage calendars, travel, and events. Collaboration across departments is essential, with opportunities for professional growth.

Competenze

• High school diploma or equivalent required.
• 4 years of administrative support or related experience required.
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Mansioni

• Coordinates administrative processes for education, research, and operations; creates and maintains documents, spreadsheets, databases, and reports.
• Maintains websites and updates content within the CMS.
• Approves expenses, maintains financial records, and processes reimbursements and payroll actions.
• Drafts job descriptions, explains HR procedures, and supports recruitment and HR processes.
• Manages supervisor's calendar, travel arrangements, and schedules events; organizes budgets and prepares summaries.

Conoscenze

Communication skills

Time management

Teamwork

Attention to detail

Formazione

High school diploma or equivalent

Bachelor's Degree

Strumenti

Microsoft Office

Descrizione del lavoro

Location: Chicago, Illinois

Department: MED-Ophthalmology Salary/Grade: NEX/11

Target hiring range for this position will be between be range is as be $19.89-$25.64 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:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.
• Submit financial requisitions, payment requests, and travel expense reimbursements

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinations

• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Maintain shared lab resources
• Arrange lab equipment service and repairs
• Monitor and renew equipment service contracts

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Student Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 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.

Preferred Qualifications:

• Bachelor's Degree.
• Highly organized.
• Work well in a team environment.
• Competent and reliable when working as an individual.
• Communicates clearly, written and verbal.
• Effective time management.
• Takes initiative in role and responsibilities.

Preferred Competencies: (Skills, knowledge, and abilities)

• Proficient use of various computer programs; Microsoft Suite,

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 parentalleave;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.

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.