The Administrative Assistant 3 Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. The Administrative Assistant III manages the day-to-day administrative support of more than one senior faculty in the Department of Preventive Medicine. This position is part of the administrative team that includes financial assistants and research administration. This position may also interact with research activities involving communication with participants, research staff and local, national or international investigators.
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.
Assists with tasks related to grant submissions – specifically, in developing the contents of the various sections of the grant according to NIH specifications, also drafts and edits documents such as letters, CV’s, bio-sketches, publications, etc.
May draft and edit other business documents such as letters, memos, teaching materials, flyers, brochures, etc.
May assist in drafting and/or editing presentations and publications.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Maintains accounting balances for grants/contracts.
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Prioritizes supervisor’s work-list.
Prepares meeting agenda
Takes and transcribes meeting minutes and action items.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Performs other duties as assigned.
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 word processing, spreadsheet, email, and database software programs is required.
AA, BA, or administrative assistant certificate and a minimum of 4 years support experience or the equivalent combination of education, training, and experience from which comparable skills can be acquired. A bachelor’s degree is preferred.
Outstanding verbal and written communication skills, especially grammar and business correspondence.
High level of polished professionalism; work ethic.
Ability to adhere to deadlines, work with limited supervision and take initiative to trouble shoot problems and raise awareness of potential concerns as appropriate and as needed.
Ability to work with a team.
Preferred Competencies: (Skills, knowledge, and abilities)
EndNote; PowerPoint; Excel; Access database. Prefer existing proficiency; must be able and willing to learn.
Familiarity with submission guidelines for publications such as JAMA, etc.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.