Administrative Assistant 4

Department: MED-Medical Social Sciences

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 assistance to department chair, facilities management, event planning, strategic planning initiatives, travel coordination &/or department's multiple calendars. 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.

The Department of Medical Social Sciences at Northwestern University Feinberg School of Medicine, is innovative, collegial, collaborative, inclusive and highly committed to team science. We are dedicated to leveraging the social sciences to develop and implement innovations to transform health and healthcare for all. MSS has grown to roughly 250+ faculty and staff in its 15-year history and we are hiring an Administrative Assistant to serve on the Administrative Operations Team providing administrative and operations support to the department.

The ideal candidate is highly organized, has impeccable follow-through, is proactive by nature, strives to provide superb customer service, and thrives in a dynamic, fast-paced, and ambitious environment with a collaborative and mission-driven culture. We are seeking someone with excellent skills in organization, project management, time management, oral and written communication, as well as someone with a team player attitude, a desire for continuous learning and enthusiasm for growing their skills.

Responsibilities include but are not limited to scheduling meetings/calendar management; making travel arrangements; updating records and CVs; securing signatures on documents; organizing and submitting expense reimbursements; submitting invoice and bill payments; ordering supplies; assisting with letters of support when requested; coordinating department events and assisting with IT/technology issues by liaising with Tech Support.

This position is full-time at 40 hrs/week, benefits-eligible, and has a hybrid schedule (Mon & Fri remote; Tue-Thu in office in downtown Chicago).

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.

Administrative & Financial Functions

• Administers budgets for department chair &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting, travel & honorariums.
• Processes payment for building and vendor services.
• Monitors travel & fund trackers.
• Verifies that charges are accurate & posted to the appropriate account.
• Resolves discrepancies &/or outstanding encumbrances.
• Responds to facilities management requests.
• Completes annual space survey and tracks space request needs.
• Participates in evaluation of program & space planning.

Support & Operations

• Manages chairs &/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 assistants, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

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

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

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

• Strongly proficient in virtual meeting platforms including Zoom, MS Teams, etc.

• Strongly proficient in Microsoft 365 suite of programs including PowerPoint, SharePoint, etc.

Preferred Qualifications:

• Experience providing administrative support to senior leaders
• Experience with calendar management and meeting scheduling
• Experience with making travel arrangements
• Experience with event coordination

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong judgment
• Strong critical thinking skills
• Strong problem-solving skills
• Strong project management & time management skills
• Strong oral and written communication skills
• Strong organization skills with attention to detail
• Strong team-player attitude
• Desire for continuous learning

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.

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