Administrative Assistant

Department: MED-Vascular Surgery

Salary/Grade: NEX/10

Target hiring range: $18.42 - $23.02 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.

The Administrative Assistant 2 provides front-line administrative support to students, faculty, and staff, creating a welcoming office environment and managing phone and email inquiries. Responsibilities include processing purchases, reimbursements, managing student observerships, reserving rooms and coordinating meetings and events, supporting admissions and registration inquiries, maintaining faculty allocation spreadsheets and arranging travel for visiting faculty, and building partnerships across the university and medical center to ensure timely, accurate completion of divisional tasks.

Provides various clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, using word processing, spreadsheet, database, or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel for meetings & special events; and/or managing supervisor's &/or department calendar.

• Prepares manuscripts, scientific, technical, and/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets & databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

• Coordinates content maintenance of websites & blogs.
• Trains & assists faculty & staff in updating their websites & blogs.

• Processes accounts payables & receivables.
• Verifies income & expense.
• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.
• Completes routine payroll actions.

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

• Coordinates supervisor's & department calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms, guest speakers, and arranging routine materials, technology & refreshments.

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures.

• Coordinates work of receptionists, program assistants, temporary/work‑study students, etc.

• A high school diploma or equivalent required.
• 2 years of administrative support or other relevant experience required.

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Northwestern provides a comprehensive benefits package for this position, including health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, visit https://(Use the "Apply for this Job" box below)..

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