Job Summary: With limited supervision, proactively manages and oversees the operations of the Office of the Vice President/Chief Human Resource Officer (CHRO) and the Associate Vice President. Incumbent independently manages the administrative and operational functions of the office, responds to and appropriately handles a wide variety of inquiries, situations and potential conflicts, and effectively problem solves when faced with diverse challenges. The incumbent regularly interacts with top university leaders and their office staff, in addition to faculty, staff, other University employees, retirees, and external colleagues, vendors, etc.
The incumbent applies a high degree of independent judgment and discretion to ensure smooth operations; builds and maintains internal and external relationships within the community (at both local and national levels) and represents Human Resources as appropriate to facilitate and/or promote department goals and objectives. Exercises discretion in the management and coordination of confidential and time-sensitive information and materials. Takes initiative to prepare routine and advanced correspondence, agendas, reports, etc., and manages the complex calendars of the Vice President/CHRO and the Associate Vice President.
Calendar Management, Scheduling & Coordination of Regular HR Meetings
Applies a high degree of independent judgment and discretion when managing the Vice President/CHRO and the Associate Vice calendars and associated complexities. Decides the disposition of each appointment and meeting to balance importance, efficiency, conflicting priorities, travel arrangements, etc. Coordinates all logistics related to meetings, special events, retreats, etc., including: creating timelines; collecting and/or creating agenda and background materials; coordinating complex itineraries; scheduling rooms, speakers, technology, travel, refreshments/meals, etc. Supports scheduling and meeting arrangements of other executive HR leaders as requested.
Office Management and Communication
Manages and oversees the daily operations of the Office of the Vice President/CHRO and Associate Vice President. Develops work procedures and standards for the Office's activities to improve efficiency and effectiveness of operations. Coordinates and facilitates internal and external HR departmental communications; analyzes department processes and operating practices to improve workflow, simplify procedures, and implement cost containment where necessary. Serves as the initial point of contact for guests ensuring professional guest services (for example, greeting guests, determining the nature and purpose of the visit, directing or escorting visitors to specific destinations, displaying appropriate hospitality and tending to their personal needs, and ensuring appropriate presentation of facilities and meeting spaces). Receives and reviews incoming requests and correspondence to determine significance and the appropriate response.
In coordination with Facilities Management and the Office of Risk Management Safety Inspection
Ensures the safe and pleasant appearance of all HR buildings and facilities. Updates and implements safety compliance regulations and resolves potential hazards; submits and follows-up on all facilities work order requests; completes annual space survey; submits and approves all office and building key requests and reports, submits all Wildcard building access requests; updates and distributes emergency plans and serves as Evacuation Coordinator.
Administrative Support, Research, Analysis
Provides administrative support to the Vice President/CHRO. Researches, compiles data and analyzes information based upon knowledge of the subject matter, professional field and/or topic to independently create correspondence, agendas, minutes, notices, proposals, reports, queries, charts, analyses, etc. Determines which documents require supervisor's review, edit and/or approval. Ensures creation and distribution as appropriate of all necessary documents. Creates project timelines and determines tasks and methodologies to accomplish established goals and objectives. Independently coordinates with others, resolves conflicts and/or determines the best courses of action and follow-up.
Budget Development and Monitoring
Processes payments and coordinates purchasing efforts for department including order review and placement, payment and tracking.
Assists in the coordination of department-wide activities by creating project timelines and determining tasks and methodologies to accomplish goals and objectives. Performs other duties as assigned.
Bachelor's degree or the equivalent combination of education, training and experience from which comparable knowledge and skills can be acquired. Education with related coursework in business or human resources or equivalent preferred.
Five years of administrative support experience, of which at least two years are at the Executive Assistant level.
Demonstrated proficiency with the Microsoft Office Suite of products, typing, grammar, and spelling, and punctuation, oral and written communications.
Excellent customer service and interpersonal skills, and demonstrates professionalism and tact in interactions with colleagues, customers, and others within and outside Northwestern.
Demonstrates strong collaboration skills, discretion, good judgment, strong organizational and management ability, initiative, and the ability to work independently. Is adaptable, versatile and maintains confidentiality.
A bachelor's degree along with 6 years progressively advanced administrative support experience in the human resource field culminating with assisting an executive level employee.
Experience working in a large complex university setting.
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.