Administrative Assistant 3- CTD

Department: Educ Ctr for Talent Development
Salary/Grade: NEX/11

Job Summary

The Center for Talent Development (CTD) in the School of Education and Social Policy seeks an Administrative Assistant to support the center and business office. We are looking for someone who is curious, motivated, loves learning new systems, is process driven, and able to switch gears as needed.

This position supports the operational work at the Center, along with the various programs that CTD runs for students. This role works closely with most of the administrative staff at CTD, along with the leadership team. It is an integral part of the Center.

The primary job duties are to provide day-to-day support in accounts payable, accounts receivable, human resources, facilities management and budgeting and forecasting. This role also provides administrative support to the Center by coordinating meetings, overseeing the Center's facilities and procurement needs, and assisting with creating operational policies and procedures.

The Center for Talent Development, which is part of Northwestern's School of Education and Social Policy serves approximately 7,500 students annually through its PreK through grade 12 in-person and online educational programs. CTD also provides outreach to schools, engages in professional learning for educators, conducts research, and provides services to families.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

Accounting

• Completes & maintains transactions in enterprise systems. Includes vendor management, accounts payable and accounts receivable.
• Prepares forms for budget and forecast
• Verifies appropriateness and accuracy of charges.
• Processes and reconcile expenses, accounts receivable, and/or accounting transfers.
• Generate summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.
• Provides financial policy interpretation to determine the validity of customer requests & ensure compliance

Human Resources

• Provides review and oversight of all types of human resources transactions, temporary staff, student workers, and special pay.
• Provides administrative support regarding HR matters such as hiring, onboarding, benefits, compensation, etc.
• Explains and provides guidance on HR procedures.

Coordination

• Manages department calendar.
• Manages department facility and supply needs.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Provides excellent customer service, over the phone and in person, answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
• Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
• Creates, organizes and coordinates training materials for all department operations.

Contacts

• Provides excellent customer service answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
• Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.

Supervision

• Coordinates work of program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications: (Education and experience)

• Experience with accounts payable and accounts receivable processes.
• Knowledge of human resources processes.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent written and verbal communication skills
• Ability to pay attention to details and follow through
• Great Organizational abilities

Target hiring range for this position will be between $23.00 - $25.50 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.