Administrative Assistant 4

McCormick School of Engineering’s central administration team supports all of McCormick’s faculty and staff in Finance, HR, Facilities, and Planning realms. This position will provide office management support to the central administration team as well as other McCormick departments located in a central office suite in downtown Evanston. The position will also serve as an administrative assistant to the Associate Dean of Administration, Finance, Facilities, and Planning for McCormick and the Executive Director of Strategic Initiatives and Marketing.

Coordinates a broad variety of administrative processes & activities such as communications including website updates; & management of supervisor(s) & 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; & regulatory & compliance systems.

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.

Office Management

• Maintains, ensures and manages smooth operations of administrative office, including office supplies and equipment, conference rooms, activities & meetings, and organization of shared network.
• Facilities contact with building landlord, arranging and coordinating any facility work needed in office

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.

Minimum Qualifications

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum Competencies

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

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

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.