Administrative Assistant 3

Department: MCC Mechanical Engineering
Salary/Grade: NEX/11

Target hiring range for this position will be between $23.00-$25.00 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:

This position provides upper-level administrative support for the Department Chair, Business Administrator, and faculty at the McCormick School of Engineering and Applied Science in the Department of Mechanical Engineering.

Provides excellent day-to-day customer service to faculty, students, and staff in the most front-facing role in the department in a variety of tasks critical to daily operations and business office management. Manages various seminar series, which involves event planning, scheduling, agendas, communications, and marketing. Coordinates most department-wide events. Maintains department website and other marketing media. Assists Graduate Program Coordinator and Undergraduate Assistant Chair on undergraduate program related support. Maintains business office inventory. Assists Business Administrator with annual space survey.

This is an independent role within a strong team that applies industry and professional standards, and university policy and procedure. Displays high levels of organization, and provides a flexibility in range to support various facets of department operations.

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.

Coordination

• Organizes and coordinates events which may include creating timelines.
• Manages large scale and or complex department special events, advisory committees, seminars, graduation, and retreats, which may include coordinating with leaders on interests in theme, timing, venue, speakers, etc; developing materials such as programs, posters, invitations, etc.; processing & maintaining information, registration &/or databases. May assist in scheduling details such as venue, space, caterers, musicians, photographers, audiovisual and technical requirements, name tags, etc. Prepares event plans & summaries; reviews information & recommends "best practices" for future events.
• Assists with annual space survey.
• Manages office and lab moves.
• Maintains conference room scheduling and coordinates videoconferencing and media requirements.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Maintains highest professional standards when greeting visitors and answering incoming phone calls on the main phone line. Re-routes phone calls as appropriate. Checks the main phone line's voicemail periodically throughout the day.

Student Services

• Assists Graduate Coordinator during heavy periods and provides backup support when absent.
• Provides support to the undergraduate student/faculty advising process.

Supervision

• Coordinates work of temporary/work-study students, interns, etc.

Miscellaneous

Performed other duties

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of Microsoft suite, including word processing, spreadsheet, email, and database software programs is required. Intermediate knowledge of Zoom and related tech, basic graphic design skills in Canva or equivalent software, and general comfortability in new software and tech as needed.

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 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 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 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.