at Northwestern University in Evanston, Illinois, United States
Job Description
Job ID49775
LocationEvanston, Illinois
Department: NCWR - NU Ctr for Water
Salary/Grade: NEX/11
Job Summary:
Coordinates, prioritizes, and directs administrative processes and business matters associated with Center research, education, and operations.Creates and maintains documents, spreadsheets, and databases; organizes meetings, special events, travel, etc.; and alerts supervisor of critical issues and upcoming events.Arranges travel both foreign and domestic, processes reimbursements, and manages life cycle of reimbursements.Coordinates website development for the Center and special events. Maintains website and updates content. Manages center finances, including processing orders, tracking orders, reconciling all Water Center accounts, financial reporting (via NU financial software), and distributing monthly budget summaries and weekly updates to the Director on outstanding and pending items.Professional communications and coordination including scheduling meetings and conference calls, setting up audio- and web-conferences meetings via web services (Blue Jeans, WebEx, GoToMeeting, or similar), setting up and supporting electronic systems for communications (e.g., Slack) and file sharing (Box). Prepares and coordinates the Center's annual report, including budget summaries and estimates, and assists the Center Director to submit the report.
Please note: Approximately 1 day per month may be required to come in early or to stay late to support Center events. Some events may require travel to Argonne National Laboratory for meetings and workshops for Center activity associated with the Northwestern-Argonne Institute of Science and Engineering, or downtown Chicago for events at Northwestern Chicago campus or held in collaboration with civic entities (e.g., Current - the Chicago Water Research consortium).
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.
Coordination
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.
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 Qualifications:
Bachelors Degree or higher
3 or more years administrative experience
1 or more years NU Financials experience
Preferred Competencies: (Skills, knowledge, and abilities)
Good communication skills
NU Financials (PeopleSoft)
Database maintenance
Website maintenance/modification i.e. Cascade, Word Press
4-5 years of solid Windows (Word/Excel) experience
Financial background
Attention to detail essential.
Quick learner
Follow through
Target hiring range for this position will be between $21.00-$25.00 per year or 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,... 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.
