Administrative Assistant 3 - Evanston, United States - Northwestern University

Northwestern University

Verified Company

Evanston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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.

Please note:
Will need to occasionally travel between the Evanston and Chicago campuses to support OLLI operations.

Specific Responsibilities:

Documents & Databases_
Independently responds to and composes correspondence.
Assists in creating and maintaining standard spreadsheets and/or databases.
Prepares reports, tables, charts, etc. based on information compiled from various sources.
Maintains OLLI procedure manual.

Accounting

Processes appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Prepares forms.
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.
Oversees tracking, processing and refunding of members' fees.
Coordinations_
Manages department calendar.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials
Verifies invoices and expense reports; and/or reconciles to budget.
Streamlines process, including recruitment and registration of OLLI members.
Collaborates with other NU and SPS departments, including IT, Wildcard Office, and Payment and Procurement.
Provides support for management and OLLI members to ensure the program runs smoothly.
Contacts_
Serves as primary point of contact for Evanston OLLI office.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Coordinates annual mass mailing.
Supervision_
Coordinates work member volunteers and workstudy student
Miscellaneous_

Performs other duties as assigned.

Minimum Qualifications:

A high school diploma or equivalent required.
4 years of administrative support or equivalent administrative experience in serviceoriented environment.

Minimum Competencies:
(Skills, knowledge, and abilities.)

Strong organizational skills, the ability to multitask efficiently, strong attention to detail and the ability to prioritize tasks.
Solid written and verbal communication skills and the ability to work professionally as both a selfstarter and team member.
Exceptional customer service skills, with the ability to relate to diverse populations of personalities.

Preferred Qualifications:

Bachelors degree preferred.
Experience working in a university setting.

Preferred Competencies:
(Skills, knowledge, and abilities)

Demonstrates logic, rationality and objectivity; uses all available information to make educated decisions.
Exhibits energy and desire to achieve; sets goals and acts decisively; takes action that no one has requested to improve and enhance job results.
Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results.
Facilitates open and effective communication, cooperation and teamwork.
Business Acunem; Possesses business savvy and demonstrates basic accounting skills.
Target hiring range for this position will be between $24.50 to $26.50 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._

_ Benefits:

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_ 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._

_ Professional Growth & Development:

_:

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness.

More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today._