Administrative Assistant 2

Job ID54825

Location

Evanston, Illinois

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Department: Music Administration

Salary/Grade: NEX/10

Job Summary:

The Faculty Support Center Administrative Assistant serves as general primary contact for coordinating faculty teaching and research needs. Under general supervision and guidance from the Manager of Academic Operations and in consultation with Department Chairs, coordinates administrative processes. Prioritizes, directs, and responds to business matters involving administrative functions that support faculty and students in the Faculty Support Center.

This includes assistance with teaching needs, room scheduling, and collaborations with university and school personnel in planning and coordinating all details of the school class schedule and related student registration matters. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and notifies of critical issues and upcoming events.

Principal Responsibilities:

Documents and Databases

Proofs for spelling & grammar.

Enters information into spreadsheets &/or databases.

Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

Coordinates content maintenance of websites &/or blogs.

Accounting

Processes accounts payables &/or receivables.

Resolves discrepancies & over/under budget problems.

Enters, tracks, & maintains documentation & logs of financial transactions.

Ensures that charges have posted to appropriate accounts.

Assists with reconciliation of accounts.

Reviews budget statements.

Investigates & resolves discrepancies.

Human Resources

Processes a limited variety of routine HR transactions.

Provides information on HR policies & procedures.

Coordination

Coordinates department 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.

Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

Facilitates student registration.

Applies knowledge of federal & state regulations.

Interprets existing policies & procedures; etc.

Supervision

Coordinates work of receptionists, program assts, assigned office Graduate Assistants &/or temporary/work-study students, etc.

Miscellaneous

Performs other duties as assigned.

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

A high school diploma or its equivalent along with two years of administrative support experience is required, preferably in a university setting.

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.

Strong organizational skills and attention to detail.

Self-directed individual with demonstrated initative and ability to work independent of close supervision.

Excellent customer service skills

Preferred Qualifications: (Education and experience)

Bachelor’s of Music, either performance or music studies

Preferred Competencies

Experience with Microsoft Suite.

Experience with PeopleSoft Systems.

Experience with Course Leaf Section Scheduler.

Experience with asset management software.

Target hiring range for this position will be between $50,000-$54,000 per year. 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 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.

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