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Job No. 146535

  • Job Title:
  • Administrative Assistant 4
  • Employer:
  • Northwestern University
  • Location:
  • Chicago , IL
  • Posting Date:
  • 12-May-2022
  • Description:
  • Job Summary:

    The Administrative Assistant 4 position within the Office for Research reports to the Associate Vice President for Research, and will provide administrative support to other AVPs as needed.

    This position 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 supports senior leadership in the Office for Research (OR) and therefore is visible to individual across OR and the University. The position will build strong working relationships within OR and across the University. OR strives to create a collaborative, positive work environment, and the individual in this role will be a key member of the OR team helping to foster this environment.

    In representing OR the individual in this position must exhibit Northwestern values and behaviors, including:

    Taking ownership and doing what is needed without having to be asked.
    Bringing forward options and solutions, not just identifying problems.
    Producing quality work that is both accurate and insightful.
    Providing valuable and helpful service to customers, making things easier for them.
    Developing their professional skills, being curious and willing to learn.
    Generating ideas and finding new ways to contribute.
    Making improvements to the way work gets done, even when things may not be their direct responsibility.
    Being open to and soliciting feedback and applying that learning to the way they work.
    Acting with University’s best interest at heart.
    The Administrative Assistant 4 will support the OR mission and values by exhibiting the following: understand empathy, model accountability, ensure fairness, embrace community and value creativity. The incumbent will strive to provide excellent service when performing job responsibilities.

    *Note: Not all aspects of the job are covered by this job description.

    Specific Responsibilities:

    Documents & Databases

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

    Gathers information regarding programs, events, etc.

    Verifies that charges are accurate & posted to the appropriate account.
    Resolves discrepancies &/or outstanding encumbrances.
    Human Resources

    Supports staff &/or academic searches.

    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.

    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.

    Performs other duties as assigned.
    Minimum Qualifications:

    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.
  •  Contact information:
  • Northwestern University
  • Chicago, IL 60208
  • United States
  • Employer's Website:
  • Visit Employer's website

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