Administrative Assistant 4

Northwestern University; Evanston (IL); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Paid time off

Retirement plan

Job summary

Northwestern University in Evanston, IL is seeking an Administrative Assistant 4 to support the Undergraduate Engineering Office. The role coordinates a broad range of administrative processes across education, research, and operations.

Responsibilities include front desk support, purchasing, reimbursements, budgeting, HR tasks, event planning, and calendar management with strong emphasis on accuracy and customer service.

Qualifications

• High school diploma or equivalent required.
• 1 year of administrative support or relevant experience required.

Responsibilities

• Greet visitors and respond to inquiries via email, phone, and in person.
• Process purchases, reimbursements, and manage databases, budgets, and reports.
• Plan and coordinate department events, meetings, and calendars.

Skills

Administration

Customer service

Microsoft Office

Communication

Organization

Time management

Problem-solving

Education

High school diploma or equivalent

Bachelor's degree

Tools

Enterprise systems

Databases

Microsoft Excel

Job description

Department: MCC Undergraduate Engineering

Location: Evanston, Illinois

Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48-$27.00 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 4 position in located in the Undergraduate Engineering Office (UEO) and coordinates and oversees a broad range of administrative processes and activities supporting education, research, and/or operational functions.

• Provides general office and receptionist support, including greeting visitors, answering and directing email and telephone inquiries, receiving and distributing mail and deliveries, and responding to routine requests.
• Completes purchases, processes reimbursements and payments, and manages and maintains databases, budgets, HR-related activities, spreadsheets, records, and reports; coordinates communications, including website content and design; and manages supervisor and/or department calendars, meetings, and special events.
• Plans, organizes, and coordinates departmental events, meetings, programs, and special initiatives, including logistics, scheduling, communications, materials, and follow-up activities.
• Prioritizes, directs, and responds to administrative and business matters, identifying and escalating critical issues, deadlines, and upcoming events to the appropriate supervisor.

Specific Responsibilities

Administration

• Provides excellent customer service, by email, over the phone and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing forms, and provides referrals to appropriate staff members in the Undergraduate Engineering Office.

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

• Completes & maintains transactions in enterprise systems.
• 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.
• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination (student workers and award payments).

Coordination

• Coordinates large scale &/or complex events (Hodge Excel Scholars, Order of the Engineer, Wildcat Day, Afternoon at McCormick).
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Manages supervisor's &/or dept calendar

Student Services

• Refers students to appropriate resources.
• Recommends & implements administrative & procedural changes.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

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

Minimum Competencies

• Knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent customer service and interpersonal skills
• Excellent communication skills; demonstrated effective spoken and written communication.
• Highly proficient with Microsoft Office suite and overall computer/technical aptitude.
• Strong organizational skills and attention to detail.
• Efficient and resourceful in problem-solving.
• Strong ability to prioritize tasks.
• Effective time management skills
• Ability to receive and benefit from feedback; willingness to expand skill set and improve.

Preferred Qualifications

• Bachelor's degree
• One year of experience

Preferred Competencies

• Familiarity with financial reporting.
• Ability to build collaboration by encouraging trust, mutual respect, and a sense of shared purpose.
• Demonstrated ability to take ownership of the work, possessing initiative, and good follow-through

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.

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.