Adminstrative Assistant 2

Department: MCC Electrical & Computer Eng
Salary/Grade: NEX/10

Target hiring range for this position will be between: $22.00 -$ 24.31 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.

Job Summary:

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar.

Assists the Department Chair and the Department Business Administrator in carrying out office needs, procedures, and policies. Handles confidential matters. Acts as a liaison among staff, faculty & students within the department and within McCormick. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving 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. Provides administrative support for the Chair that includes coordinating promotion and tenure procedures and communication, maintaining calendar, coordinating travel plans, processing expense reimbursements. Coordinates faculty recruitment visits, retreats, travel arrangements and expense reimbursements.

Serves as back up for undergrad and student support.

Specific Responsibilities:

Documents & Databases

• Enters information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. for the department chair and BA from readily available information.

Website

• Maintains websites and/or blogs using the Cascade system
• Creates new web pages and/or updates standard information/data within the application's content management program.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Provides general administrative support to the ECE department Chair, Business Administrator, faculty, students, staff, outside contacts, and visitors.
• Assists in the promotion and tenure review processes by collecting, organizing and filing information, soliciting letters of recommendation, creating background descriptions of people who write letters of support, creating the master file of all information and submitting it to the Dean's office by the deadline.
• Assists in the process of faculty recruitment by placing search ads, maintaining files, entering position info into myHR database, providing administrative support to the search committee, handling correspondence, processing visitor reimbursements, and making arrangements for candidate visits.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Miscellaneous

Performed other duties

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 2 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.

Preferred Qualifications: (Education and experience)

• Bachelor's Degree

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to maintain a high professional standard and have experience and a clear understanding of customer service
• Excellent written and verbal communication skills and willingness to work with and help others

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.