Administrative Assistant 2, Residential Operations and Services (Facilities)

Department: Residential Ops & Services
Salary/Grade: NEX/10

Northwestern University's Residential Services helps build a community environment for students through housing-related services, intentional learning opportunities and residential settings that include residence halls, residential communities, and residential colleges. Learn more about the Residential Services department and the Operations and Services team here: https://www.northwestern.edu/living/

Job Summary:

The Administrative Assistant provides customer service and administrative support for residential operations, with an emphasis on maintenance coordination. This role manages work requests through ticketing systems, communicates updates to students and staff, and collaborates with Facilities Management and custodial teams to ensure timely issue resolution.

Key responsibilities include responding to phone and email inquiries, creating and tracking work orders, coordinating resident communications, and maintaining accurate records and reports. The position also supports housing operations, including student housing requests and charge processing.

Additionally, the Administrative Assistant assists with purchasing and financial processes, such as obtaining vendor quotes, submitting requests through NU Financials, and coordinating purchase orders. The role provides general administrative support by managing calendars, coordinating meetings, preparing materials, reconciling expenses, and recording meeting minutes.

This position also supports internal operations through staff scheduling, newsletter coordination, website updates, and system data maintenance.

Pay: The pay range for the Program Assistant 2 position is $22.75-23.79 per hour, depending on experience, skills, and internal equity.

Principal Accountabilities:

Documents and Databases 70%

1. Customer service - Oversees work orders and maintenance requests
2. Independently responds to and composes correspondences
3. Creates and maintains standard spreadsheets and/or databases
4. Prepares requests, reports, tables, charts, etc. based on information compiled from various sources
5. Manages department operation forms

Communication 20%

1. Sends notices to students regarding planned or unplanned facilities/custodial work
2. Screens incoming calls
3. Responds to queries through email
4. Provides basic interpretation of policies and procedures
5. Conducts research to find solutions to problems or concerns
6. Reviews websites to ensure content is accurate
7. Provides and communicates departmental updates (House Happenings)

Accounting 5%

1. Creates and maintains financial records
2. Serve as a purchaser/requestor in financial software system for team

3. Process quotes from vendors upon request of team

4. Verifies appropriateness and accuracy of charges
5. Processes and reconciles expenses, accounting transfers, and/or appropriation changes
6. Updates financial transaction spreadsheets and databases
7. Perform regular credit card reconciliations
8. Generates summary reports

Coordination 5%

1. Manages departmental calendar
2. Schedules meetings and interviews
3. Record and distribute minutes for Ops & Services team meetings
4. Organizes and coordinates events
5. Collects agenda items and background materials
6. Verifies invoices and expense reports; and/or reconciles to budget

Minimum Qualifications:

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

Minimum Competencies:

• Intermediate knowledge of Microsoft word processing, spreadsheets, PowerPoint, email, and database software programs is required.

Preferred Qualifications:

• Bachelor's degree preferred

Preferred Competencies:

• The ability to create Spreadsheets, PowerPoint slides, and take meeting minutes.

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 tolearn 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 and 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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