Administrative Assistant 2: Faculty Support

Job Opening ID: 52286 - Position Number: 7133 - Job Code: 210002

Job Summary

The Faculty Support Center Administrative Assistant serves as general primary contact for coordinating faculty teaching and research needs. Under general supervision and guidance from the Manager of Academic Operations and in consultation with Department Chairs, coordinates administrative processes. Prioritizes, directs, and responds to business matters involving administrative functions that support faculty and students in the Faculty Support Center. This includes assistance with teaching needs, room scheduling, and collaborations with university and school personnel in planning and coordinating all details of the school class schedule and related student registration matters. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and notifies of critical issues and upcoming events.

Principal Responsibilities

Documents and Databases

  1. Proofs for spelling & grammar.  
  2. Enters information into spreadsheets &/or databases.
  3. Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

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

Accounting

  1. Processes accounts payables &/or receivables.
  2. Resolves discrepancies & over/under budget problems.
  3. Enters, tracks, & maintains documentation & logs of financial transactions.
  4. Ensures that charges have posted to appropriate accounts.  
  5. Assists with reconciliation of accounts.
  6. Reviews budget statements.
  7. Investigates & resolves discrepancies.
  8. Prepares budget reports & spreadsheets.  

Human Resources

  1. Processes a limited variety of routine HR transactions.
  2. Provides information on HR policies & procedures.

Coordination

  1. Coordinates department calendar.
  2. Coordinates registration & travel.
  3. Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.  

Contacts

  1. Provides information via phone, e-mail, mail, etc.  
  2. Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
  3. Student Services
  4. Reviews student files/records for academic progress & referral.
  5. Facilitates student registration. 
  6. Applies knowledge of federal & state regulations.
  7. Interprets existing policies & procedures, etc.

Supervision

  1. Coordinates work of receptionists, program assistants, assigned office Graduate Assistants &/or temporary/work-study students, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications (Education, experience, and any other certifications or clearances)

  • A high school diploma or its equivalent along with two years of administrative support experience is required, preferably in a university setting.
  • 2 years of administrative support or other relevant experience required.

Minimum Competencies (Skills, knowledge, and abilities)

  • Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
  • Strong organizational skills and attention to detail.
  • Self-directed individual with demonstrated initiative and ability to work independent of close supervision.
  • Excellent customer service skills.

Preferred Qualifications (Education and experience)

  • Bachelor of Music, either performance or music studies.

Preferred Competencies

  • Experience with Microsoft Suite. 
  • Experience with PeopleSoft Systems.
  • Experience with Course Leaf Section Scheduler.
  • Experience with asset management software.
     

Target hiring range for this position will be between $45,000-$51,500 per year. 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.

Application Information

To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title. Please include the names and contact information for three references.  

Once you apply, you will receive an email confirming submission of your résumé. For all résumés received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected.

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.

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