Assistant to Director, IPR

Job Details

Department: IPR - Inst for Policy Res

Salary/Grade: NEX/12

This position coordinates a broad variety of administrative processes and activities such as database, budget and HR maintenance and reporting; communications including website design; and management of supervisor(s) and/or department's multiple calendars and events. Reviews administrative work procedures, policies and operational methods; identifies and documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems.

Assistant to the Director position:
Join the team at the Institute for Policy Research at Northwestern University. Our faculty members research relevant and important issues for our society such as poverty, childhood hunger, racism, and violence. In this Administrative Assistant 4 position, you will support this important work by providing executive assistance to the IPR Director, Diane W. Schanzenbach, Margaret Walker Alexander Professor of Human Development and Social Policy.

The ideal candidate possesses strong attention to detail, a customer-oriented attitude, and a passion for the work of IPR. You will join a team of dedicated staff who are committed to supporting the research that shapes our lives.

This is a position of Assistant to the Director IPR. Duties include executive assistance to the Director, extensive calendar support, travel planning, expense and paperwork management, event registrations; detailed meeting management; extensive administrative support for faculty affairs and the Faculty Fellows program including planning and executing faculty meetings, executive committee meetings, and processing fellow/associate renewals.

For consideration, please submit a resume and a cover letter. Finalists may be requested to submit a writing sample.

• Based on analysis, research, and/or knowledge of subject matter, professional field and/or topic, prepares and compiles correspondence, reports, etc.
• Creates and/or maintains complex spreadsheets, databases, reports, queries, charts, etc. based on supervisor's information objectives.

• Manages supervisor's and/or department calendar.
• Manages complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
• Sets up and cancels meetings based on knowledge of subject and attendees.
• Coordinates large scale and/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

• Represents the department, program or project with various levels of personnel both internally and externally managing and facilitating confidential and/or critical information.
• Responds to unanticipated and complex issues.

• Performs other duties as assigned.

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

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

• A Bachelor's degree.

• Advanced experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
• Experience working in an academic setting.
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds.
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.
• Proven ability to work independently.
• Project management skills.
• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow.
• Demonstrated ability to meet project deadlines.
• Ability to effectively exercise discretion and judgment in…