Adminstrative Assistant 2

Department: Facilities Mgmt EV
Salary/Grade: NEX/10

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.

This role directly supports the administrative efforts of the Evanston and Chicago Facilities Operations department maintenance trades. This role will also provide occasional support to the Facilities Customer Service team, primarily on a planned and scheduled basis, to assist with limited service request intake and auditing duties.

The role will support the department's mission and values by exhibiting the following: respect, initiative, collaboration, innovation, and accountability. The incumbent will strive to provide excellent service when performing job responsibilities and will practice safe work procedures and follow safety rules at all times.

Specific Responsibilities:

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Prepares & types form letters, memos, emails, labels, routine correspondence, etc
• Prepares statements of work, contracts, and purchase orders
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Examples include tracking employee overtime, maintenance information and records in a database.
• When supporting Customer Service, inputs work task information on behalf of customers.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Examples include unit KPI's and operating metrics, etc

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Resolves discrepancies & over/under budget problems.
• Assists with work task audits and associated documentation when supporting the Customer Service group.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Purchase orders, invoices, encumbrances, associated work tasks, and other supporting documentation
• Creating and completing/closing of work tasks, entering technician time, and similar activity sets within the work order management system
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.

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.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Assists with work task intake and service request generation, and responding to customer inquiries regarding requests, scheduling, job costing. Interacts with Facilities staff and customers via phone, email, in-person, and via radio.

Miscellaneous

Performed other duties

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

• A high school diploma or equivalent combination of education and experience;
• 2 years of administrative support or other relevant experience.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs;
• Excellent written and oral communication skills;
• Highly organized;
• Analytical skills with an attention to detail;
• Receptive to feedback, willing to lean, embracing continuous improvement;
• Helpful, respectful, approachable, collaborative, team oriented;
• Demonstrates a professional demeanor in interactions;
• Ability to develop thorough understanding of University and departmental policies and procedures, with sound judgment to apply them in unique situations;
• Ability to build strong working relationships and a positive work environment;
• Comfortable working in an environment with quickly changing priorities.

Preferred Qualifications: (Education and experience)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree;
• Experience working with maintenance or construction trades;
• Experience working in higher education;
• Proficiency with mobile devices including iOS;
• Proficiency with Tableau, Python, or similar software packages;

Preferred Competencies: (Skills, knowledge, and abilities)

• Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team;
• Plans ahead, manages time well and arrives on time;
• Recommends improvements and opportunities to increase efficiency and reduce costs;
• Exceptional customer relationship skills and the ability to establish effective working relationships in a diverse environment;
• Analytical skills including critical thinking, decision making, trouble shooting and problem solving;
• Achieves a standard of excellence with work processes and outcomes, honoring University and Department policies and all regulatory requirements.

Target hiring range for this position will be between $24.00-$26.00 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

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 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.

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