The Administrative Assistant 4 coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or department'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.
This position supports at least 2 senior leaders in Finance and Administration
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc. May create &/or maintain complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Assist with spreadsheets and reporting for senior school leadership
Assists with collection and layout of slides for high profile presentations
Assists with school-level reporting, as needed
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.
Administers budgets for awards &/or department which may include approving purchases, reimbursements &/or orders; processing accounting transfers, appropriation & funding changes, deposits, & payroll; &/or completing 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 & preparation of annual budget. May administer budgets &/or accounting balances for multiple awards.
Manages supervisor's &/or department calendar which may include complex scheduling arrangements involving multiple parties & conferences, international travel, etc.; sets-up & cancels meetings based on knowledge of subject & attendees. Coordinates large scale &/or complex events & ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Will be lead in annual budget scheduling, including coordination between 50+ units
Represents the department, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information; responds to unanticipated & complex issues.
Performs other duties as assigned.
A high school diploma or its equivalent along with 5 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36801
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.