| Department: Student Engagement
Salary/Grade: NEX/11 Job Summary: 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. This position reports to the Assistant Vice President for Student Engagement in Student Affairs. The primary responsibilities include: Managing the financials for Student Engagement, planning and managing small events, assisting with the management of a large event (Northwestern’s Commencement weekend), and managing the AVP’s calendar. Specific Responsibilities: 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.
Accounting - Approves 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.
- Processes routine payroll actions.
- Maintains accounting balances for grants/contracts.
Human Resources - Initiates full range of HR actions such as new employee dept orientation.
- Resolves hiring, termination, etc. processing problems.
- Explains HR procedures.
Coordinations - 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.
- Verifies invoices and expense reports; and/or reconciles to budget.
Contacts - Screens and prioritizes incoming calls.
- Responds to inquiries.
- Provides basic interpretation of policies and procedures.
- Researches information to resolve problems or issues.
Student Services - Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision - Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Miscellaneous - Performs other duties as assigned.
Minimum Qualifications: - 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.
- Excellent written communication skills.
Preferred Qualifications: - Bachelor’s degree
- Experience with NU Financials systems
Preferred Competencies: (Skills, knowledge, and abilities) - Understanding of diversity, inclusion, and equity issues across social identities.
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.
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