at Northwestern University in Chicago, Illinois, United States
Job Description
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Job ID50438
LocationChicago, Illinois
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Department: MED-Medical Social Sciences
Salary/Grade: NEX/9
Target hiring range for this position will be between $34,566-$48,608 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.
Medical Social Sciences Department
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 equitably.MSS has grown to roughly 300 faculty and staff in its 15 year history and we are hiring a Program Assistant 3 to serve on a 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, 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 schedule meetings; managing onboarding duties; supporting the Faculty Affairs team with making travel arrangements, organizing and submitting expense reimbursements, etc.; assisting the Communications Specialist by managing email list membership, and assisting with the department's weekly newsletter; supporting the constituents in any facilities requests and conference room needs by liaising with Tech Support.
Job Summary:
Provides standard & routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or scheduling meetings on the 21st floor. This role is also responsible for providing support to the HR Program Coordinator with onboarding and offboarding for departmental hires, which will include creating badges, office spaces, phone set up, etc. Furthermore, the role will provide support to the Faculty Affairs team for meeting coordination, data entry and maintenance, faculty visit support, etc.
Specific Responsibilities:
Documents & Databases
Maintains templates for onboarding needs
Upkeep information into spreadsheets & databases
Prepares onboarding documentation and correspondence
Maintains inventory & orders supplies
Newsletter
Uploads content to weekly newsletter
Maintains distribution lists for the general department
Supports Communication Specialist in weekly newsletters
Coordination
Supports Faculty Affairs team in coordinating schedules and plans for visitations
Completes registration & travel arrangements
Schedule conference and meeting rooms
Arranges for routine technology & refreshments for meetings
Performs other duties as assigned
Contacts
Answers phones, routes callers, takes messages.
Greets visitors, responds to inquiries, requests & provides routine information.
Contacts repair personnel as requested for copy machine, lab equipment, etc.
Assistant
Provides a variety of administrative support for the Central Administrative Team
Assists and works alongside peer Administrative Assistant 1
Supervision
Check in with supervisor regularly
Performs other related duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
A high school diploma or equivalent required.
1 year 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.
Excellent proficiency in Microsoft 365
Excellent organizational and time management skills with strong attention to detail.
Strong oral and written communication skills
Capable of managing multiple priorities with competing deadlines in a dynamic environment
Ability to take initiative, think analytically, and carry out complex problem solving and planning
Excellent interpersonal skills and a commitment to delivering best in class customer service.
Strong and eager cross-functional team player with demonstrated ability to build and maintain positive... 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.
