Administrative Assistant

Position: Administrative Assistant 4
Department: MED-Medical Social Sciences

Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48-$26.85 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:

Coordinates a broad variety of administrative processes & activities such as assistance to department chair, facilities management, event planning, strategic planning initiatives, travel coordination &/or department's multiple calendars. 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.

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 innovations to transform health and healthcare for all. MSS has grown to roughly 250+ faculty and staff in its 15-year history and we are hiring an Administrative Assistant to serve on the Administrative Operations Team providing administrative and operations support to the department.

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, project management, time management, oral and written communication, as well as someone with a team player attitude, a desire for continuous learning and enthusiasm for growing their skills.

Responsibilities include but are not limited to scheduling meetings/calendar management; making travel arrangements; updating records and CVs; securing signatures on documents; organizing and submitting expense reimbursements; submitting invoice and bill payments; ordering supplies; assisting with letters of support when requested; coordinating department events and assisting with IT/technology issues by liaising with Tech Support.

This position is full-time at 40 hrs/week, benefits-eligible, and has a hybrid schedule (Mon & Fri remote; Tue-Thu in office in downtown Chicago).

Specific Responsibilities:

Documents & Databases

* Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

* Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Administrative & Financial Functions

* Administers budgets for department chair &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting, travel & honorariums.

* Processes payment for building and vendor services.

* Monitors travel & fund trackers.

* Verifies that charges are accurate & posted to the appropriate account.

* Resolves discrepancies &/or outstanding encumbrances.

* Responds to facilities management requests.

* Completes annual space survey and tracks space request needs.

* Participates in evaluation of program & space planning.

Support & Operations

* Manages chair's &/or dept calendar.

* Manages 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.

Contacts

* Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

* Responds to unanticipated & complex issues.

Supervision

* Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries,…