Department: SoC Comm Sciences & Disorders Salary/Grade: NEX/12
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.
The position provides administrative support for the Chair and Business Administrator. Coordinates faculty recruitment visits and departmental guests. Schedules and monitors the calendar of departmental events. Maintains the scheduling of conference rooms and videoconference/audio visual services needed for seminars and meetings. Creates and maintains associated documents, spreadsheets, website, listservs, databases, meetings, special events, etc., and alerts supervisor of critical issues and upcoming events.
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.
Supports academic searches and departmental guests. Schedules all meetings and presentations of candidates.
Maintains directories and listservs.
Manages supervisor's & 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.
Responds to unanticipated & complex issues.
Responds and/or redirects emails forwarded to them by the Chair.
Refers students to appropriate resources.
Reviews/proofs curricular documents.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
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
Effectively performs duties and responsibilities; displays attention to detail;
High degree of judgment, tact, and diplomacy
Project management experience.
A bachelor’s degree or the equivalent combination of education, training, and experience form which comparable skills can be acquired.
Five or more years related experience
Experience in higher education
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent writing skills
Strong organizational skills and multitasking skills
Strong oral and communication skills
Strong attention to details
Strong initiative, the ability to work collaboratively, and the ability to pro-actively solve problems;
Knowledge MS word, Excel and PowerPoint
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: 40622
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.