Administrative Assistant . Evanston Move Collective

Department

MED‑Vascular Surgery

NEX/10

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

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

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

• Processes accounts payables &/or receivables.
• Verifies income &/or 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 &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for 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; etc.

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

Performed other duties

• 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.

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; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs.

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.

Northwestern supports employee career development in all circumstances whether your workspace is on campus or  you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non‑discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.