Administrative Assistant

Position: Administrative Assistant 1
Department: MED-Medical Social Sciences

Salary/Grade: NEX/9

Target hiring range for this position will be between $17.05-$21.31 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.

Job Summary:

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 innovators to transform health and healthcare equitably. MSS has grown to roughly 300 faculty and staff in its 15 years + history and we are hiring an Administrative Assistant to serve on a team providing administrative and operations support to the department.

The hybrid schedule requires 3 days/week in office and 2 days/week remote.

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 improving their skills.

Responsibilities include but are not limited to serving as a receptionist; managing onboarding and offboarding duties; assisting with IT/technology issues by liaising with Tech Support; assisting department personnel with computer, laptop, and other equipment orders; managing the "tech cage" and keeping track of surplus/returned equipment for redistribution when appropriate; assisting the Communication Specialist by managing email list membership, and assisting with the department's weekly newsletter;

and organizing and submitting expense reimbursements and other financial transactions. Additional responsibilities include updating the MSS information Resources SharePoint site, supporting preparation for the department and other meetings, and assisting with department events as needed.

Specific Responsibilities:

Documents & Databases

* Maintain and update departmental distribution lsists and listservs to ensure accurate internal and external communication flows.

* Maintains trackers for equipment, tech cage, and supplies

* Upkeep information into spreadsheets and databases

* Prepares onboarding and offboarding documentation and correspondence

* Maintains inventory and order supplies

Newsletter

* Uploads content to weekly newsletter

* Maintains distribution lists for the department

* Supports Communication Specialist in weekly newsletters

Accounting

* Execute and monitor departmental purchases using the iBuy system, ensuring all orders are placed and tracked accurately.

* Inventory management of supplies and technology

* Manage and apply the correct chart strings to all financial transactions, ensuring expenses are invoiced to the appropriate funding sources and budgets.

Human Resources

* Coordinate the onboarding process for new hires, including workspace preparation, system access, and introductory materials.

* Manage the offboarding checklist, ensuring the return of keys/IDs, computer equipment, and cancellation of listserv memberships.

Coordination

* Make appointments.

* Completes registration & travel arrangements.

* Schedule rooms.

* Arranges for routine technology & refreshments for meetings.

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.

Student Services

* Provides information on courses, general requirements & policies & procedures.

* Processes forms.

* Sets-up & maintains records.

* Reviews forms for completeness, etc.

* Coordinates class schedules and registration.

* Proctors exams.

* Coordinates copyright clearance.

Supervision

* Supervises work of temporary &/or work-study students.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* 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 working…