Administrative Assistant 4

Executive Administrative Assistant

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-level administrative support to the Chair of the Department of Preventive Medicine at the Feinberg School of Medicine. The role will be responsible for managing a broad range of administrative and operational functions, with a focus on supporting the Chair, faculty, and overall department operations.

Key responsibilities will include managing the Chair's calendar and travel, coordinating departmental purchasing and orders, and providing administrative support to faculty as needed. The position will also play an active role in the faculty recruitment process, including coordinating candidate interviews, travel arrangements, and campus visits. Additional responsibilities will include coordinating the department's seminar series, supporting departmental events and activities, and serving as the primary administrative point of contact for building facilities and maintenance needs.

The position will work closely with faculty, staff, vendors, and University partners to ensure that administrative, operational, and facilities-related needs are addressed efficiently and effectively.

Specific Responsibilities:

• Documents & Databases Based on analysis, research, &/or knowledge of subject matter, prepares & compiles correspondence, reports, etc. Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Website Gathers information regarding programs, events, etc. Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
• Accounting Completes journal entries. Verifies that charges are accurate & posted to the appropriate account. Reconciles accounts. Submit purchase order requisitions and reimbursement for Department Chair.
• Human Resources Coordinates administration of some HR actions from hiring to termination. Supports staff &/or academic searches.
• Coordination 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.
• Supervision Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
• Miscellaneous Performs other duties as assigned.

Minimum Qualifications:

(Education, experience, and any other certifications or clearances) A high school diploma or equivalent required. 5 years of administrative support or other relevant experience required.

Minimum

Competencies:

(Skills, knowledge, and abilities.) Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred

Competencies:

(Skills, knowledge, and abilities) Excellent interpersonal skills, highly professional demeanor Ability to work independently, strong motivation and initiative Organization, time management, attention to detail Multi-taking, communication Strong team player with a collaborative and service-oriented approach to working with faculty, staff, and University partners. Ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.

Benefits:
At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents;…