at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50566
LocationEvanston, Illinois
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Department: MCC-Farley CEI
Salary/Grade: NEX/11
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.
The Farley Center for Entrepreneurship and Innovation, open to all Northwestern University students and faculty, is the academic cornerstone of Northwestern's renowned entrepreneurship and innovation ecosystem. Rooted in the McCormick School of Engineering, the Farley Center offers a broad range of credit-bearing coursework and a minor in Entrepreneurship for both undergraduate and graduate students.
The Program Assistant role will support the work of the Farley Center's staff, faculty, and students
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.
Proofs and edits department documents and presentations.
Accounting
Submits 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.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Generates reports to assist with annual budget preparation and grant funding proposals.
Human Resources
Communicates with new hires, forwarding offer letters, gathering and storing onboarding paperwork.
Uploads new hire paperwork to HR systems.
Resolves hiring, termination, etc. processing problems.
Explains HR procedures.
Backup approver of student worker timecards.
Coordination
Maintains Farley Center co-working space, locks/ unlocks facilities daily
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Coordinates sending and receiving department mail and packages.
Collects agenda items and background materials.
Attends meetings and records notes, forwards agendas etc. to attendees
Coordinates complex itineraries involving domestic and/or international travel, etc.
Oversees inventory of office supplies and equipment.
Attends weekly team meetings.
Submits IT tickets and facilities requests as needed.
Contacts
Serves as first point of contact for Farley Center, responding to walk-in, phone, mail, and email inquiries from student, faculty, staff, community partners, and the general public.
Screens and prioritizes incoming calls.
Responds to inquiries.
Schedules meeting on behalf of department staff as requested.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Intermediate skill in PowerPoint and Google Slides
Exceptionally organized, with high attention to detail.
Strong bookkeeping and accounting skills. Ability to perform accounting tasks like journal entries, financial report preparation, and budgeting.
Strong communication skills, including ability to relate to diverse constituencies in a professional and enthusiastic manner.
Ability to coordinate multiple activities with accuracy and efficiency.
Preferred Qualifications: (Education and experience)
Bachelor's degree, or the equivalent combination of education, training, and experience from which comparable skills can be acquired.
Preferred Competencies: (Skills, knowledge, and abilities)
Self-motivated, problem-solver.
Ability to work both as part of a team and independently.
Experience with entrepreneurship or business programs a plus.
High level of skill in copy editing and writing
Expert level skill in designing presentations in Google Slides.
Emotional intelligence.
Team player.
Target hiring range for this position will be between $19.31 - $27.16 per hour. Offered salary... 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.
