Administrative Assistant 3

Department: MED-NU-CATS Institute
Salary/Grade: NEX/11

The target hiring range for this position will be between $19.89 per hour - $25.00 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

The Northwestern University Clinical and Translational Sciences (NUCATS) Institute is part of the Feinberg School of Medicine. NUCATS' mission is to accelerate innovative and inclusive clinical research discoveries that improve human health for all communities. Our dynamic team includes faculty and staff with expertise in a wide range of domains, such as clinical research infrastructure (e.g., regulatory, budget/finance), bioinformatics and data science, biostatistics, community-engaged research, education and career development, team science, and more.

The Administrative Assistant will coordinate administrative processes, prioritize tasks, and address business matters related to education, research, and operations. This role involves creating and maintaining documents, spreadsheets, databases, meetings, and special events while alerting supervisors to critical issues and upcoming events. The Administrative Assistant will work closely with the executive directors, principal investigators, and postdoctoral students associated with the NUCATS Institute, Feinberg IT, and the Department of Preventive Medicine. Key responsibilities include maintaining the calendars of at least three faculty members and directors, processing financial expenses, and assisting with event coordination for NUCATS and faculty. Excellent written and verbal communication skills are essential for this position. Many responsibilities require frequent collaboration with NUCATS administrative staff and other Northwestern University employees.

The NUCATS Institute is dedicated to fostering a culture that supports professional growth, work-life balance, and a diverse, inclusive, and welcoming environment for all team members. This is a hybrid position, with both remote and in-person presence expected.

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.

Website

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

Accounting

• 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.
• Maintains accounting balances for grants/contracts.

Coordination

• Manages division chief and deputy director's calendar and the calendar of other CBIDS and HBMI faculty.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• 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

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.
• Performs other duties as assigned. Serves as back-up to receptionist on a rotation schedule.

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

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to multi-task
• Previous experience managing faculty calendars

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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