- The Administrative Assistant supports the Office of Administration and Planning through the coordination of tasks; including but not limited to financial, logistical, meetings, and general communications, under the oversight of the Sr. Program Administrator.
In conjunction with supervisor, develops objectives and then independently creates timeline and general tasks associated with applicable functions which may include, communication, finance, reporting, record control, compliance, etc.
Documents and Databases
- Develops and/or maintains multiple spreadsheets and/or databases and/or reports, queries, charts, analysis, etc.
- Regularly update and deliver Administration and Planning records, including contact lists.
- Maintains an enhanced digital records system for all financial transactions.
- Processes transactions.
- Serves as a requestor for payments and creates blanket requisitions for recurring service payments for Administration and Planning.
- Processes expense reimbursements for travel and expenses for Administration and Planning staff.
- Completes complex and/or high volume purchasing activity.
- Inventories and coordinates purchasing of supplies for functions of the Board of Trustees, Program Review, Institutional Research, and Strategic Planning.
- Coordinates software and licensing purchases and renewals.
- Contacts external vendors to arrange necessary services and maintenance of multifunction printing devices.
- Organizes meetings which require a knowledge and sensitivity to issues, cultures, protocol, etc.
- Communicates with internal and external parties to arrange collaborative meetings as needed.
- Coordinates spaces for on-campus and off-campus meetings and events as needed, including reservations, catering, and refreshment arrangements.
- Serves as supplemental facilitator for Board of Trustees meetings as needed.
- Assist with logistical execution and facilitation for the annual Faculty Recognition Dinner.
- Coordinates travel details and/or presenters.
- Coordinates conference and travel arrangements including registrations, flight bookings, and hotel accommodations.
- Distributes agendas, biographical information, publications, itineraries and/or meeting schedules.
- Organizes details on-site.
- Manages all scheduling requests and maintenance requirements of the Crown Conference Room and the Administrative Conference Room.
- Arranges for IT and Facilities Management support for all areas of the office as needed.
- Acts as supervisor's internal/external representative as necessary to build and maintain local, national, and international relationships and facilitate flow of work.
- Serves as back up support to the Vice President when her assistant is out of the office.
- Responds to unanticipated and complex issues.
- Provides daily administrative reception coverage for receptionist’s breaks.
- Answer Administration and Planning phone lines as needed, handling requests for information and directing calls appropriately.
Performs other duties as assigned.
- A high school diploma or equivalent required.
- 4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Advanced knowledge of Microsoft Office Word, Access, Excel, PowerPoint, and SharePoint is required.
- Excellent interpersonal skills and ability to interact with great polish with various populations including administrators, faculty, staff, and external visitors.
- Demonstrated communication (written and verbal) and analytical skills.
- High degree of initiative and ability to work on multiple projects simultaneously.
- Ability to work independently and as part of a team with minimal supervision.
- Ability to work calmly and effectively in high pressure situations.
- Ability to manage highly confidential information.
- Demonstrated critical thinking and problem-solving skills.
Preferred Qualifications: (Education and experience)
- 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.
- Prior work experience in a university setting.
- Experience working with executive-level staff.
- Experience working with NUFinancials System.
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.