Administrative Assistant 4

Northwestern University; Chicago (IL); On-site; USD 29,590 - 36,988; Full time

Benefits offered by this job

Health care plans

Retirement benefits

Tuition discounts

Flexible work arrangements

Job summary

Northwestern University is seeking a full-time executive assistant to provide comprehensive administrative support in Chicago, Illinois. The role includes maintaining databases, managing budgets, coordinating calendars, and handling student recruitment processes. Candidates should possess a high school diploma, 5 years of administrative experience, and advanced skills in word processing and spreadsheets. Benefits include health care plans and professional development opportunities.

Qualifications

• 5 years of administrative support experience is required.
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Responsibilities

• Coordinate a broad variety of administrative processes & activities.
• Provide executive assistance to the Chairman of the Department of Biochemistry and Molecular Genetics.
• Manage supervisor's calendar and complex scheduling arrangements.
• Coordinate student recruitment & admissions process.

Skills

Advanced knowledge of word processing

Spreadsheet skills

Email communication

Database software proficiency

Excellent interpersonal skills

Ability to work independently

Education

High school diploma or equivalent

Bachelor or Master degree in English or biology

Job description

Job ID: 53664

Location: Chicago, Illinois

Department: MED-Basic Science Admin

Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48-$26.85 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 a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

This position will provide executive assistance to the newly appointed Chairman of the Department of Biochemistry and Molecular Genetics at Feinberg School of Medicine. In addition to a broad range of typical administrative responsibilities, this employee will be actively involved in several faculty search processes, have responsibility for organizing the departmental seminar series, provide administrative assistance to other department faculty members as needed, facilitate design and maintenance of departmental web sites, and importantly will contribute to a welcoming and professional atmosphere in the department's central office.

Specific Responsibilities

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Contacts
• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Miscellaneous

Performed other duties

Minimum Qualifications

• A high school diploma or its equivalent.
• 5 years of administrative support experience is required.

Minimum Competencies

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications

• Bachelor or Master degree in English or biology

Preferred Competencies

• Excellent interpersonal skills, highly professional demeanor
• Excellent English writing and editing abilities
• Ability to work independently, strong motivation and initiative

Benefits

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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.