Administrative Assistant 4

Department: MED-Preventive Medicine

Salary/Grade: NEX/12

Target hiring range for this position will be between $41,886.00 - $56,000.00 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:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or depts 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-level administrative support to the Chair of the Department of Preventive Medicine at the Feinberg School of Medicine. The role will be responsible for managing a broad range of administrative and operational functions, with a focus on supporting the Chair, faculty, and overall department operations.

Key responsibilities will include managing the Chair's calendar and travel, coordinating departmental purchasing and orders, and providing administrative support to faculty as needed. The position will also play an active role in the faculty recruitment process, including coordinating candidate interviews, travel arrangements, and campus visits.

Additional responsibilities will include coordinating the department's seminar series, supporting departmental events and activities, and serving as the primary administrative point of contact for building facilities and maintenance needs. The position will work closely with faculty, staff, vendors, and University partners to ensure that administrative, operational, and facilities-related needs are addressed efficiently and effectively.

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 supervisors information objectives.

Website

• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Completes journal entries.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Submit purchase order requisitions and reimbursement for Department Chair.

Human Resources

• Coordinates administration of some HR actions from hiring to termination.
• Supports staff &/or academic searches.

Coordination

• Manages supervisors &/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.

Supervision

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

Miscellaneous

Performs other duties as assigned.

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

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

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

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

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent interpersonal skills, highly professional demeanor
• Ability to work independently, strong motivation and initiative
• Organization, time management, attention to detail
• Multi-taking, communication
• Strong team player with a collaborative and service-oriented approach to working with faculty, staff, and University partners.
• Ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.

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.

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.