Administrative Assistant

Job

Location:

Chicago, Illinois

Department:
MED-Basic Science Admin

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.

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept'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 will provide executive assistance to the newly appointed Chairman of the Department of Biochemistry and Molecular Genetics at Feinberg School of Medicine. In addition to a broad range of typical administrative responsibilities, this employee will be actively involved in several faculty search processes, have responsibility for organizing the departmental seminar series, provide administrative assistance to other department faculty members as needed, facilitate design and maintenance of departmental web sites, and importantly will contribute to a welcoming and professional atmosphere in the department's central office.

• 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.

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes 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.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

• Manages supervisor'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.

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Performed other duties

• A high school diploma or its equivalent.
• 5 years of administrative support experience is required.

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

• Bachelor or Master degree in English or biology

• Excellent interpersonal skills, highly professional demeanor
• Excellent English writing and editing abilities
• Ability to work independently, strong motivation and initiative

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://(Use the "Apply for this Job" box below). to learn more.

Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https:// to learn more.

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Northwestern University is an Equal Opportunity…