Assistant to the Director, IPR

Department: IPR - Inst for Policy Res

Salary/Grade: NEX/12

Job Summary:

This position 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.

Assistant to the Director position: Join the team at the Institute for Policy Research at Northwestern University. Our faculty members research relevant and important issues for our society such as poverty, childhood hunger, racism, and violence. In this Administrative Assistant 4 position, you will support this important work by providing executive assistance to the IPR Director, Diane W. Schanzenbach, Margaret Walker Alexander Professor of Human Development and Social Policy. The ideal candidate possesses strong attention to detail, a customer-oriented attitude, and a passion for the work of IPR. You will join a team of dedicated staff who are committed to supporting the research that shapes our lives.

This is a position of Assistant to the Director IPR. Duties include executive assistance to the Director, extensive calendar support, travel planning, expense and paperwork management, event registrations; detailed meeting management; extensive administrative support for faculty affairs and the Faculty Fellows program including planning and executing faculty meetings, executive committee meetings, and processing fellow/associate renewals.

For consideration, please submit a resume and a cover letter. Finalists may be requested to submit a writing sample

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.

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.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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 Qualifications:

• A Bachelor's degree.

Preferred Competencies: (Skills, knowledge, and abilities)

• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook
• Experience working in an academic setting
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
• Proven ability to work independently
• Project management skills
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one's own workflow
• Demonstrated ability to meet project deadlines
• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
• Ability to anticipate needs, resourcefulness and responsiveness are essential
• Ability to consistently strive for excellence and exercise good judgment.
• Dependability, dedication, resourcefulness, and independence
• Ability to work well under pressure while maintaining a professional demeanor

Target hiring range for this position will be between $23.50-$27.81 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

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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