Adminstrative Assistant 2
Northwestern University · Evanston, IL
- On site
- Full-time
- $49,936 / year
- Evanston, IL
Job highlights
- Provide administrative support to faculty and staff.
- Manage calendars, travel, and event coordination.
- Handle confidential information and communications.
- Maintain departmental websites and databases.
- Assist with student and faculty support needs.
About the role
Administrative Assistant
Department: MCC Electrical & Computer Eng
Salary/Grade: NEX/10
Target hiring range: $22.00 – $24.31 per hour. 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.
Job Summary
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.
Assists the Department Chair and the Department Business Administrator in carrying out office needs, procedures, and policies. Handles confidential matters. Acts as a liaison among staff, faculty & students within the department and within McCormick. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. Provides administrative support for the Chair that includes coordinating promotion and tenure procedures and communication, maintaining calendar, coordinating travel plans, processing expense reimbursements. Coordinates faculty recruitment visits, retreats, travel arrangements and expense reimbursements.
Serves as back up for undergrad and student support.
Specific Responsibilities
Documents & Databases
- Enters information into spreadsheets &/or databases.
- Compiles routine reports, statistics, tables, charts, etc. for the department chair and BA from readily available information.
Website
- Maintains websites and/or blogs using the Cascade system.
- Creates new web pages and/or updates standard information/data within the application’s content management program.
Coordination
- 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 general administrative support to the ECE department Chair, Business Administrator, faculty, students, staff, outside contacts, and visitors.
- Assists in the promotion and tenure review processes by collecting, organizing and filing information, soliciting letters of recommendation, creating background descriptions of people who write letters of support, creating the master file of all information and submitting it to the Dean’s office by the deadline.
- Assists in the process of faculty recruitment by placing search ads, maintaining files, entering position info into myHR database, providing administrative support to the search committee, handling correspondence, processing visitor reimbursements, and making arrangements for candidate visits.
Contacts
- Provides information via phone, e-mail, mail, etc.
- Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Miscellaneous
- Performed other duties
Minimum Qualifications:
A high school diploma or equivalent required. 2 years of administrative support or other relevant experience required.
Minimum Competencies:
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
Bachelor’s Degree
Preferred Competencies:
Ability to maintain a high professional standard and have experience and a clear understanding of customer service. Excellent written and verbal communication skills and willingness to work with and help others.
Benefits
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.
Work-Life And 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. View additional information on the accommodations process.
Key skills/competency
- Administrative Support
- Clerical Duties
- Microsoft Office Suite
- Database Management
- Calendar Management
- Event Coordination
- Communication Skills
- Customer Service
- Website Maintenance
- Record Keeping
Skills & topics
- Administrative Assistant
- Clerical Support
- Office Management
- Microsoft Office
- Database
- Calendar Management
- Event Planning
- Communication
- Customer Service
- Website Management
- Northwestern University
- Higher Education
- Electrical Engineering
- Computer Engineering
How to get hired
- Tailor your resume: Highlight your 2 years of administrative support experience, focusing on relevant skills like MS Office, database management, and event coordination.
- Craft a compelling cover letter: Emphasize your customer service skills and ability to handle confidential matters, aligning with Northwestern University's values.
- Prepare for interviews: Be ready to discuss your experience with scheduling, record-keeping, and communication, showcasing your ability to manage multiple priorities.
- Showcase technical skills: Be prepared to demonstrate your proficiency in word processing, spreadsheet, email, and database software during the interview process.
Technical preparation
Behavioral questions
Frequently asked questions
- What is the target salary range for the Administrative Assistant position at Northwestern University?
- The target hiring range for the Administrative Assistant position at Northwestern University is between $22.00 – $24.31 per hour. The final offered salary will depend on the applicant's qualifications, including their education, experience, knowledge, skills, and abilities, as well as internal equity and market data.
- What are the minimum qualifications for the Administrative Assistant role at Northwestern University?
- The minimum qualifications for this Administrative Assistant role at Northwestern University include a high school diploma or equivalent and at least 2 years of administrative support or other relevant experience.
- What are the preferred qualifications for the Administrative Assistant position?
- Northwestern University prefers candidates for the Administrative Assistant position to have a Bachelor's Degree. Additionally, strong customer service skills and excellent written and verbal communication skills are highly valued.
- What kind of software proficiency is required for the Administrative Assistant job?
- For this Administrative Assistant position, intermediate knowledge of word processing, spreadsheet, email, and database software programs is required. Experience with the Cascade content management system for website maintenance is also a plus.
- What are the main responsibilities of an Administrative Assistant at Northwestern University's ECE department?
- The Administrative Assistant at Northwestern University's ECE department will provide various clerical and administrative support. This includes drafting documents, managing calendars, coordinating meetings and events, handling confidential information, maintaining websites, and assisting faculty and students.
- How does Northwestern University support its employees' professional development?
- Northwestern University supports employee career development through various tools and resources, regardless of work location. They encourage professional potential development and continuing formal education. More information can be found on their learning website.
- What kind of benefits does Northwestern University offer?
- Northwestern University offers competitive and high-quality benefits, including health care plans, retirement benefits, and tuition discounts. Employees can find more details on the Northwestern HR benefits website.