Administrative Assistant 4

at  Northwestern University

Named after a prestigious woman in American medicine, the Augusta Webster, MD, Office of Medical Education (A.W.O.M.E.) is the heart of the medical school and a hub for many student activities. AWOME is charged with supporting students and faculty of Northwestern University Feinberg School of Medicine, including the academic, personal, and professional development of Feinberg medical students
The creative and team-centered individual in this role collaborates with staff, physician educators, scientists, and students in the comprehensive development, organization, implementation, maintenance and assessment of the Undergraduate Medical Education Curriculum of the Feinberg School of Medicine.
Reporting jointly to the Associate Dean for Student Affairs and the manager of Student Affairs. This role provides principal staff support to a variety of recurring and special programs and initiatives. Coordinates a broad variety of administrative tasks & activities such as; calendaring, scheduling, mail merges, assisting with manger/supervisors or(s) &/or dept’s calendars & planning/executing student events & activities. This role also assists in creating a welcoming environment and maintaining an organized reception area (coffee service/special event set-up/take down)
The Administrative Assistant 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.
Specific Responsibilities:

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.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor’s &/or 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.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous
Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• 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 is required.
  Target hiring range for this position will be between $21.48 to $30.21 per 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.

Please refer the Job description for details