at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50705
LocationEvanston, Illinois
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Department: VP International Relations
Salary/Grade: EXS/7
Job Summary:
Energetic, organized and very well-mannered, the International Relations (IR) Coordinator / Executive Assistant will serve as the first-line resource to internal and external constituents, build and maintain professional, efficient, and knowledgeable interactions with those constituents, and provide efficient and exemplary support to the Vice President for International Relations and other senior staff.
The IR Coordinator/Executive Assistant is responsible for the execution and coordination of a wide variety of administrative processes and activities for the Office of the Vice President for International Relations and will operate proactively and with limited supervision.
Responsibilities include but are not limited to: direct executive support for the Vice President for International Relations, hosting international visitors, international travel and event coordination, administration of office financial activities, file organization and management, international contact database maintenance, budget management, review and refinement of business practices, support of IR workshop and grant initiatives, and creation of data-driven reports for senior administrative level campus and conference presentations.
Specific responsibilities:
Executive Assistant Duties
Applies high degree of independent judgment and discretion to manage day-to-day business related to the VP, including managing a complex calendar (ie: plans and schedules VP's meetings and appointments) and anticipating needs of the VP and preparing in advance of expressed need(s).
Informs VP of upcoming activities and commitments and provides support to efficiently manage VP's projects and workflow, including preparing meeting materials and presentations, pertinent information/data.
Compiles travel itineraries in support of the President's, Vice President's, and other senior staff members' meetings and travel
Takes notes and produces minutes at team meetings.
Works collaboratively with other units, such as the President's Office, Alumni Relations and Development, and other administrators and support staff throughout the University as the VP's representative
Serves as the initial point of contact for guests and visitors to IR and creates a welcoming and inclusive environment.
Accounting
Administers IR office budget, including preparing and approving purchases, reimbursements, and/or orders.
Processes accounting transfers, appropriation and funding changes, deposits, and payroll.
Processes reimbursements for IR faculty and staff and prepares travel expense reports for the Vice President and Assistant Vice President.
Creates and monitors budget statements.
Verifies that charges are accurate and posted to the appropriate account.
Reconciles accounts.
Resolves discrepancies and/or outstanding encumbrances.
Balances accounts at close of fiscal year.
Assists in preparation of annual budget and quarterly projections.
Administers budgets and/or accounting balances for multiple awards.
Requests creation of new chart strings.
Creates and maintains financial records which include preparing forms, verifying appropriateness and accuracy of charges, processing and reconciling expenses, and updating financial transaction spreadsheets.
Manages institutional memberships (including NAFSA, Fulbright, AIEA and others) for IR and for Northwestern University staff in other units engaged in international work.
Coordination
Manages the office voice and email accounts, and calendar.
Coordinates the day-to-day activities of the IR office including ordering and storing appropriate office supplies, handling IT and IT troubleshooting requests, coordinating with Facilities Management as necessary, submitting annual space validation, requesting security access for new employees.
Manages calendars and schedules to support project milestones and completion.
Develops and maintains work procedures and standards for IR's activities, such as hosting international visitors, delivering materials etc. to improve efficiency and effectiveness of operations.
Handles hiring of students and other staff.
Proofreads and edits communication for spelling, grammar and general accuracy.
Provides financial and administrative support for IR initiatives including intercultural communication workshops, faculty and staff grant programs, affinity group meetings and others as requested.
Manages complex scheduling arrangements for international visitors at Northwestern, and... 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.
