at Northwestern University in Chicago, Illinois, United States
Job Description
Job ID49851
LocationChicago, Illinois
Department: MED-Physical Med & Rehab
Salary/Grade: NEX/12
Target hiring range for this position will be between $45,000-$60,000 per year. 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 administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations.Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Specific Responsibilities:
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Website
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application's content management program.
Accounting
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Prepares forms.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Human Resources
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Coordinations
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Prepares annual event, conference and/or meeting budget.
Verifies invoices and expense reports; and/or reconciles to budget.
Contacts
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Student Services
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
OTHER JOB DUTIES
Coordinates and processes pre/postdoctoral appointments; coordinates appts with the RIC as required
Monitors expiration dates of these appointments to insure that renewals, as appropriate, are processed timely
Confirms funding sources with the RIC and its Research Administration Office
Prepare J-1 visa applications for pre/postdoctoral fellows, visiting scholars and interns, working with the International Office of NU
Assists in on-boarding arriving visa holders
Monitor pending appointment terminations; alert DA or Finance Manager for FASIS follow-through
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
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 Competencies: (Skills, knowledge, and abilities)
Experience with NU Portal and systems, e.g. NUFinancials, Cognos, purchasing
Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 to learn more.
Professional Growth &... For full info follow application link.
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.
