Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative 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.
Documents & Databases:
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Website liaison for VPD Group
Processes appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Place orders for NUANCE and VPD Group
Vendor management (adding vendors when needed)
Track all purchases to ensure they were received and paid
Monitor accounts for encumbrances and close when necessary
Reconcile P-card transactions
Prepare reimbursements for NUANCE and VPD Group members
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Creates agendas and records minutes at staff meetings, circulates to team
Manage faculty director’s calendar
Frequently update faculty director’s CV, Biosketch, website information
Manage all aspects of director’s travel, including booking, organizing logistics and itinerary, coordinating last minute changes, and reimbursement processing
Ensure faculty member meets deadlines regularly across a multitude of tasks
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Forwards internal communications to NUANCE and VPD Group and ensures follow-up
Student & Post-Doc Support:
Provides a variety of administrative support for student services.
Reviews administrative processes and procedures regarding student services and recommends changes.
Solves routine problems
Performs other duties as assigned.
A high school diploma or equivalent required.
4 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.
Proven communication, interpersonal and analytic skills.
Adept at project management.
Ability to work under pressure, prioritize and meet deadlines.
Demonstrated competency in organization management and financial stewardship.
Proactive, energetic, innovative.
Ability to work independently and yet is an accomplished team player.
Ability to maintain strict confidentiality regarding sensitive information.
Bachelor’s in a physical science, business, accounting or related field
2-5 years of experience in operational management
Demonstrated progressive responsibility.
Preferred Competencies: (Skills, knowledge, and abilities)
Proficiency in Microsoft Excel data analytics, forecasting
Proficiency with HTML
Demonstrated interest in physical sciences
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 38974
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.