Coordinates a broad variety of administrative processes & activities such as database, budget, & HR – maintenance & reporting; communications including website design; & management of supervisor(s) and/or dept’s 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.
Primarily provides administrative support to faculty and staff working in research laboratories. Manages scientific equipment inventory and service contracts; Updates annual space survey involving research space; Creates and submits purchase orders using the NU Financial System; Provides facility support that includes repairs, notifications, and security access, faculty calendar and conference room coordination; assisting with grant preparation and web site support.
Documents & Databases
Completes activities associated with the creation and maintenance of documents and databases such as: Based on analysis, research, and/or knowledge of subject matter, professional field and/or topic, prepares & compiles correspondence, reports, etc. Creates and/or maintains complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on supervisor’s information objectives.
Budget & Financial/Accounting
Completes activities associated with budget, finance and/or accounting such as: administering budgets for awards and/or dept which may include approving purchases, reimbursements and/or orders. Processes accounting transfers, appropriation & funding changes, deposits, & payroll. Completes journal entries. Creates & monitors budget statements. Verifies that charges are accurate & posted to the appropriate account. Reconciles accounts. Resolves discrepancies and/or outstanding encumbrances. Assists in balancing accounts at close of fiscal year. Assists in preparation of annual budget.
Manages calendar – supervisor’s and/or dept. Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc. Sets-up & cancels meetings based on knowledge of subject & attendees. Coordinates large scale and/or complex events. Ensures that all logistics have been completed such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc.
Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential and/or critical information. Responds to unanticipated & complex issues.
Human Resources /Supervision
Coordinates work of receptionists, program assts, temporary/work-study students, research/clerical assts, interns, etc.
Bachelor’s Degree or appropriate combination of education and experience.
5 years’ administrative support or other relevant experience required.
Proficient with Microsoft Office (Excel, Outlook, PowerPoint, Word).
Adaptability - Works effectively in a changing environment; adjusts behavior to meet the needs of different people and situations.
Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Customer & personal service - Assesses customer needs; meets quality standards for services; evaluates customer satisfaction.
Dependability - Completes duties and responsibilities appropriately and on time.
Ethics and integrity - Incorporates honesty, respect and fairness in daily actions.
Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
Excellent writing and communication skills.
Previous experience with NUFinancials or PeopleSoft software.
Advanced experience with MS Excel.
Experience working in a research environment.
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.