At the direction of the Executive Assistant, the Administrative Assistant coordinates the calendar, schedules meetings and makes travel arrangements for the Provost and Vice Provosts. The Assistant provides planning and on-site support for events; provides support for financial activities of the Office, including but not limited to expense data entry and report review, ensuring compliance with University policies. The Assistant provides front-line reception for the Provost and support for special projects, as needed.
Documents & Databases
Under the direction of the Executive Assistant, prepares and compiles correspondence, reports, etc.
Creates and/or maintains complex spreadsheets, databases, reports, queries, charts, etc.
Prepares materials for Provost’s meetings; collects agenda items and background materials.
Initiates expense reports; reviews and ensures expense reports requiring Provost approval are accurate and compliant.
Creates and maintains financial records.
Runs monthly budget statements.
Verifies that charges are accurate and posted to the appropriate account.
Initiates financial transactions as directed; processes and reconciles expenses and account transfers.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Coordinates Provost and Vice Provosts’ calendars.
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 at the direction of the Executive Assistant.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Screens and prioritizes incoming calls; responds to inquiries.
Represents the Office with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Researches information to resolve problems or issues.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent interpersonal skills, high flexibility, and ability to work effectively with internal and external constituents, including students, faculty, administrators, and representatives of outside organizations such as community, foundation and government entities.
Advanced understanding of the philosophy, culture, goals, and structure of a university, including teaching, research, and service components.
Ability to prioritize among multiple deadlines and projects simultaneously. Ability to work effectively and make nuanced judgments in a fast-paced environment.
Strong skills in writing and editing reports, publicity materials, and email correspondence.
Excellent judgment and tact in handling information and making decisions about a variety of confidential and sensitive topics.
High level of service orientation in assisting students, faculty and staff, including proactively generating multiple, creative solutions to resolve problems.
Experience doing research on peer university programs and synthesizing information from a wide variety of sources. Strong qualitative and quantitative analytical skills.
Strong skills in writing and editing short reports, publicity materials, and email correspondence.
Advanced skills with Microsoft Outlook, Word, Excel, and Powerpoint.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.
Four or more years of related experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Working knowledge of University systems, including human resources, financial, and student systems.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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.
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 highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.