at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50672
LocationEvanston, Illinois
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Department: Core Facilities Administration
Salary/Grade: NEX/12
Job Summary:
Coordinates a broad variety of administrative processes & activities such as database, budget, communications, including website design & support; & 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.
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.
Website & Communications
Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
Organizes information in ways that promotes & encourages use of site.
Gathers information regarding programs, events, etc.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Assists facilities with design and development of their websites.
Designs and creates marketing tools for research facilities (posters, brochures).
Communicates events/announcements/initiatives through listserv
Serves as first point of contact for internal/external inquiries about unit procedures and general inquiries
Accounting
Administers budgets for awards &/or dept which may include placing purchase orders and reimbursements
Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
Completes journal entries.
Creates & monitors budget statements.
Verifies that charges are accurate & posted to the appropriate account.
Reconciles accounts.
Resolves discrepancies &/or outstanding encumbrances.
Assists in balancing accounts at close of fiscal year.
Coordination
Manages supervisor's &/or dept calendar.
Manages complex scheduling arrangements involving multiple parties & conferences, workshops, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events, e.g. core facilities program review, annual meetings, workshops
Ensures all logistics and organizational aspects for events, such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been arranged.
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 equivalent required.
5 years of administrative support or other relevant experience required
Minimum Competencies: (Skills, knowledge, and abilities.)
Strong attention to detail
Advanced knowledge of word processing, spreadsheet (including SmartSheet and SmartSheet forms), MS Office suite, and database software programs is required.
Preferred Qualifications:
Bachelor's degree in business (administration) or sciences
Preferred Competencies: (Skills, knowledge, and abilities)
Experience with content management software (WordPress, Dreamweaver)
Experience with advanced bulk email (Mailchimp, mail merge, etc.)
Experience with Excel macro and lookup formulas
Target hiring range for this position will be between $23.50-$29.00 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, 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... 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.
