Administrative Assistant 2
Northwestern University · Chicago, IL
- On site
- Full-time
- $47,860 / year
- Chicago, IL
Job highlights
- Provide front-line administrative support.
- Manage office inquiries and environment.
- Process purchases and financial transactions.
- Coordinate meetings, events, and travel.
- Support student services and HR functions.
About the role
Administrative Assistant 2 - MED-Vascular Surgery
Northwestern University's MED-Vascular Surgery department is seeking an Administrative Assistant 2 to provide essential front-line administrative support. This role is crucial in creating a welcoming office environment and ensuring the smooth operation of departmental tasks.
Responsibilities
The Administrative Assistant 2 will manage a wide range of duties including:
- Handling phone and email inquiries from students, faculty, and staff.
- Processing purchases, reimbursements, and financial transactions.
- Managing student observerships, reserving rooms, and coordinating meetings and events.
- Supporting admissions and registration inquiries.
- Maintaining faculty allocation spreadsheets and arranging travel for visiting faculty.
- Building cross-university partnerships to ensure task completion.
- Drafting and typing various documents, reports, and correspondence.
- Performing basic bookkeeping and managing supervisor's calendar.
- Coordinating content maintenance for websites and blogs.
- Processing routine HR transactions and providing information on HR policies.
- Guiding students through admissions and advising them on academic requirements.
- Reviewing student records for academic progress and referring as needed.
- Interpreting federal, state, and university policies and procedures.
- Coordinating the work of receptionists, program assistants, and student workers.
Key skills/competency
- Administrative Support
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Database Management
- Calendar Management
- Event Coordination
- Communication Skills
- Customer Service
- Financial Transaction Processing
- HR Transaction Processing
- Website Content Management
Skills & topics
- Administrative Assistant
- Executive Assistant
- Office Administrator
- Medical Secretary
- Department Assistant
- Front Desk
- Clerical Support
- University Administration
- Healthcare Administration
- Northwestern University
How to get hired
- Tailor your resume: Highlight administrative support experience, software proficiency (MS Office, databases), and any experience with financial or HR transactions.
- Address required competencies: Clearly demonstrate intermediate knowledge of word processing, spreadsheets, email, and database software in your application.
- Showcase relevant experience: Emphasize your 2+ years of administrative support or related experience in your cover letter and resume.
- Research Northwestern's culture: Understand their commitment to education, research, and community to align your application with their values.
- Prepare for behavioral questions: Be ready to discuss how you handle inquiries, manage competing priorities, and maintain a professional demeanor.
Technical preparation
Practice intermediate MS Word and Excel skills.,Familiarize yourself with database software basics.,Review common email client functions.,Understand basic website content updates.
Behavioral questions
How do you handle multiple inquiries simultaneously?,Describe a time you resolved a customer issue.,How do you manage a busy supervisor's calendar?,How do you ensure accuracy in financial tasks?
Frequently asked questions
- What is the salary range for the Administrative Assistant 2 position at Northwestern University?
- The target hiring range for this Administrative Assistant 2 position at Northwestern University is between $18.42 - $23.02 per hour. The final offered salary will be based on factors such as education, experience, knowledge, skills, abilities, internal equity, and market data.
- What are the minimum qualifications for the Administrative Assistant 2 role?
- To be considered for the Administrative Assistant 2 position at Northwestern University, you need a high school diploma or equivalent and at least 2 years of relevant administrative support experience.
- What software skills are essential for this Administrative Assistant role?
- This Administrative Assistant role requires intermediate knowledge of word processing, spreadsheet, email, and database software programs. Proficiency in these tools is crucial for daily tasks and responsibilities.
- What type of benefits does Northwestern University offer for this position?
- Northwestern University offers a comprehensive benefits package for this Administrative Assistant position, including health, dental, vision, disability, and life insurance. It also includes paid time off, tuition benefits for employees and dependents, retirement savings options, and wellness programs.
- Is this Administrative Assistant position remote, hybrid, or on-site?
- The job description does not explicitly state the work arrangement for this Administrative Assistant position. However, Northwestern University supports flexible work arrangements where possible, so it may be on-site, hybrid, or potentially remote, with more details likely provided during the interview process.
- What is the primary function of the Administrative Assistant 2 at MED-Vascular Surgery?
- The primary function of the Administrative Assistant 2 in the MED-Vascular Surgery department is to provide front-line administrative support, manage office operations, and assist students, faculty, and staff with various tasks and inquiries.