Administrative Assistant 2

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

• Processes purchases, reimbursements, manages student observerships, reserves rooms, coordinates meetings and events, supports admissions and registration inquiries, maintains faculty allocation spreadsheets, arranges travel for visiting faculty, and builds partnerships across the university and medical center.
• Supports drafting & typing letters, reports, charts, graphs, etc., using word processing, spreadsheet, database, & presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; & managing supervisor's & dept calendar.
• Coordinates website content maintenance, trains & assists faculty/staff in updating websites & blogs; processes accounts payables & receivables, verifies income & expense, resolves discrepancies & over/under budget problems, enters, tracks, & maintains documentation & logs of financial transactions; ensures charges posted to appropriate accounts; assists with reconciliation of accounts; prepares budget reports & spreadsheets; completes routine payroll actions.
• Processes a limited variety of routine HR transactions, provides information on HR policies & procedures; coordinates registration & travel; coordinates events which may include scheduling rooms & guest speakers & arranging for routine materials, technology & refreshments; contacts 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; coordinates work of receptionists, program assistants, temporary/work-study students, etc.
• Performs other duties as assigned.

Qualifications

• 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.

Benefits

Northwestern offers comprehensive benefits including 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. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html.

Work-Life & Wellness

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://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

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.