The Administrative Coordinator 2 is an integral member of the Institute team. This individual's primary responsibilities include working with senior staff to ensure the day-to-day operations (i.e., administration, research, and educational outreach programs) of the International Institute for Nanotechnology are managed with the utmost quality, efficiency, attention to detail.
- Ensures that the Institute mission, values, guidelines, policies and procedures are implemented and maintained.
- Explore and implement procedures and processes that ensure compliance and efficiency, and position the Institute to continue to be a national model.
- Identifies service improvement opportunities that will better enable the Institute to achieve its goals and objectives.
- Develops and maintains familiarity with funder guidelines and requirements and ensure that procedures, policies, and protocols are followed.
- Compiles and analyzes data. Prepares reports. Manages design and development of databases.
- Participates in budget preparation. Maintains budget and associated analysis and reports.
- Participates in the development, implementation, and maintenance of print and on-line publications that meet the needs of the scientific and clinical communities, and inform the public.
- Develops plans and makes arrangements for seminars, symposia, meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships internally, nationally, and internationally.
- Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
- Participates with senior staff in the conceptualization, development and presentation of materials used in functional operations.
- Coordinates production and provides editorial and design assistance with monthly, semiannual, and annual reports.
- Works with senior staff to develop responses to funder action requests and ensure they are consistently submitted on-time.
- Manages Institute-wide "science as art" project.
- Enters individual and/or summary of transactions into journals and/or general ledger or other NU enterprise system.
- Reviews; ensures approval based on alternatives regarding practice and policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles and provides receipts (as appropriate) for transactions.
- Processes transfer and/or appropriation charges and may balance and/or close accounts.
- Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction and guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.
- Performs other duties as assigned.
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
- 4 years of applicable work experience,
- Advanced skills with Microsoft Office, (PowerPoint, Word, Excel), Outlook, and web browsers.
- Ability to work effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
- Demonstrated ability to foster and lead cost-efficient initiatives without sacrificing quality or core values.
- Being receptive to feedback, willing to learn, embracing continuous improvement.
- Internally motivated to excel.
- Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.
- Ability to deal effectively, not just with concrete tangible issues, but also with abstract conceptual matters.
- Detail-oriented and extremely organized.
- Follows through on commitments; incorporates honesty, respect and fairness in daily actions.
- Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
- Internally motivated to meet deadlines.
- Ability to plan efficiently, anticipate contingencies and focus on key tasks when faced with limited time and/or resources.
- Continuously strives for excellence with work processes and outcomes.
- Works well autonomously as well as part of a group.
- Successful completion of a full course of study in an accredited college or university leading to a master's or JD or higher degree; OR appropriate combination of education and experience.
- Proficient with PeopleSoft.
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.
Date Posted: 6/2/2016