Administrative Assistant 4

Department: MED-Medical Social Sciences
Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48-$26.85 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.

Job Summary:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/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.

The Department of Medical Social Sciences at Northwestern University Feinberg School of Medicine, is innovative, collegial, collaborative, inclusive and highly committed to team science. We are dedicated to leveraging the social sciences to develop and implement innovations to transform health and healthcare for all. MSS has grown to roughly 250+ faculty and staff in its 15-year history and we are hiring an Administrative Assistant to serve on the Administrative Operations Team providing administrative and operations support to the department.

The ideal candidate is highly organized, has impeccable follow-through, is proactive by nature, strives to provide superb customer service, and thrives in a dynamic, fast-paced, and ambitious environment with a collaborative and mission-driven culture. We are seeking someone with excellent skills in organization, project management, time management, oral and written communication, as well as someone with a team player attitude, a desire for continuous learning and enthusiasm for growing their skills.

Responsibilities include but are not limited to scheduling meetings/calendar management; making travel arrangements; updating records and CVs; securing signatures on documents; organizing and submitting expense reimbursements; submitting invoice and bill payments; ordering supplies; assisting with letters of support when requested; and assisting with IT/technology issues by liaising with Tech Support.

This position is part-time at 28 hrs/week, benefits-eligible, and has a hybrid schedule (Mon & Fri remote; Tue-Thu in office in downtown Chicago).

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Prepares and submits invoice payments and expense reimbursements.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

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

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Strongly proficient in virtual meeting platforms including Zoom, MS Teams, etc.
• Strongly proficient in Microsoft 365 suite of programs including PowerPoint, SharePoint, etc.

Preferred Qualifications:

• Experience providing administrative support to senior leaders
• Experience with calendar management and meeting scheduling
• Experience with making travel arrangements

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong judgment
• Strong critical thinking skills
• Strong problem-solving skills
• Strong project management & time management skills
• Strong oral and written communication skills
• Strong organization skills with attention to detail
• Strong team-player attitude
• Desire for continuous learning

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.

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