The Administrative Assistant 3 coordinates administrative processes and services in support of Health Service operations including: purchasing of goods and services; coordination of payroll processing; and scheduling activities related to department calendars, internal committees, and events. This role assists with review and development of administrative processes, policies and procedures; and identifies and documents as applicable. This position assists with transaction processing for the administrative and purchasing operations of the Health Service in order to support a seamless delivery of services to students and the University community. The Administrative Assistant 3 coordinates office procedures and intradepartmental communication and provides high-level support to the Executive Director and the members of the Executive Committee.
Working Conditions: This position may infrequently require working additional work hours that may involve starting early before 8:30am or staying after 5:00pm, Monday through Friday.
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.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Develops custom ad hoc queries to produce reports on financial performance as requested.
Processes all temporary payroll, additional pay and special pay transactions consistent with established cutoff dates for payroll processing.
Prepares purchase requisitions; online vouchers; travel and expense reports; reimbursements and other financial transactions for goods and services for department operations. Coordinates resolution of invoice processing problems with Accounts Payable as needed. Assists with processes to reconcile accounts, resolve discrepancies and/or outstanding encumbrances, and prepares journal transfers as requested. Tracks financial transactions to ensure processing consistency with established NU policy and procedure.
Manages supervisors 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.
Assist with moving and relocation of staff and equipment with the designated vendor for moving and storage projects.
Functions as backup key custodian for the building. Processes and manages records associated with key requests. Ensures new employees receive necessary keys related to their position responsibilities and collects/verifies keys collected from terminating employees.
Coordinates requests for medical transport for students who have temporary needs for transportation while recovering from an injury or illness. Functions as liaison between the Health Service and AccessibleNU for coordinating patient care as appropriate. Processes requests related to the wheelchair loaner program.
Coordinate requests for service and maintenance of equipment as supported by external vendors.
Coordinates the lost and found for the department.
Responsible for preparing and managing content for the NUHS digital signage system used in the facility.
Submits and tracks service requests to Facilities Management for building and maintenance-related problems. Collaborates with service providers to ensure prompt and effective resolution of service requests or building issues.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
The minimum qualifications and competencies defined above with an undergraduate degree and at least 1 year of experience providing administrative support in a healthcare organization. Advanced skills with Microsoft Office applications that includes the ability to create style sheets, templates and mail merge files.
Knowledge of basic accounting practices and methods.
Ability to learn University financial system and use of related computer technology.
Ability to maintain confidentiality and handle sensitive information with discretion.
Consistently displays accuracy and attention to detail.
Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
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.