Executive Assistant to Dean

Department: Medill - Administration

Salary/Grade: NEX/14

Target hiring range for this position will be between $23.00 - $33.20 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

Acts as administrative support lead for Dean of the Medill School. In conjunction with supervisor, develops objectives & then independently creates timeline & general tasks associated with applicable functions which may include marketing, promotion, communication, finance, HR, reporting, record control, compliance, etc. Reviews methods to improve workflow, simplify reporting procedures, &/or implement cost reductions. Analyzes administrative operating practices, such as recordkeeping systems, forms control, office layout, budgetary requirements, etc.

to create new systems &/or revise established procedures to better meet goals & objectives.

Please note:

This hybrid role is based in Evanston and requires an on-site presence four days per week to provide responsive, high-level support to the Dean and the Dean’s Office. The position is located adjacent to the Dean’s office and may periodically provide front-desk coverage for the Dean’s suite. The role may also require limited travel to Chicago or Washington, D.C., in support of the Dean, though travel is expected to be highly infrequent.

Specific Responsibilities:

Documents & Databases

Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, ensures creation of all necessary documents which may include drafting proposals, presentations, etc.

Develops &/or maintains multiple spreadsheets &/or databases &/or reports, queries, charts, analysis, etc.

Website

Oversees the development, implementation, & maintenance of print & on-line publications that meet the needs of the targeted community be it scientific, clinical, general public, etc.

Coordinates web site construction, organization & content.

Creates photo galleries.

Promotes electronic communication between NU, organizations, agencies, etc.

Accounting

Administers budget & expenditures for entire dept, program &/or project.

Coordinates budget submission.

Monitors approved budget; ensures adherence.

Processes transactions.

Resolves discrepancies.

Reconciles accounts.

Creates reports.

Determines needs for supplies & specialized equipment.

Human Resources

Coordinates administration of all HR actions from hiring to termination ensuring effective & efficient sourcing & on-boarding of dept staff & faculty.

Reviews administration of HR policy & procedures for unit/dept & implements changes to increase effectiveness.

Coordination

Manages supervisor's & dept complex calendar deciding on appointments to balance conflicting priorities.

Conceptualizes & organizes events which require a knowledge & sensitivity to issues, cultures, protocol, etc. & may be comprised of a series of days &/or venues & may require researching potential program areas.

Develops marketing pieces.

Coordinates travel details &/or presenters.

Distributes agendas, biographical information, publications, itineraries &/or meeting schedules.

Organizes details on-site.

Contacts

Responds to unanticipated & complex issues.

Supervision

Supervises receptionists, program assts, temporary/work-study students, secretaries, clerical/financial assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

High School diploma or equivalent required.

6 years of administrative support or other relevant experience required.

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

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

Preferred Qualifications:

Several years of progressively responsible administrative experience, preferably supporting a dean, senior executive, or other organizational leader.

Experience providing executive-level support to a dean, senior academic leader, executive, or other high-level administrator, preferably within higher education.

Experience working in a university, journalism, media, communications, or similarly complex professional environment.

Demonstrated ability to anticipate executive needs, exercise sound judgment, and independently resolve administrative and operational matters.

Experience coordinating complex executive calendars, high-level meetings, events, travel, and special projects involving multiple internal and external stakeholders.

Exceptional written communication and editing skills, including experience preparing correspondence, meeting materials, presentations, reports, and other executive communications.

Strong interpersonal and relationship-management skills, with demonstrated ability to work effectively and diplomatically with faculty, staff, students, alumni, donors, university leadership, and external partners.

Experience handling confidential and sensitive matters with a high level of discretion, professionalism, and sound judgment.

Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, and demonstrated ability to quickly learn enterprise and university systems.

Experience supporting or coordinating leadership meetings, advisory boards, faculty or administrative committees, and major school events.

Demonstrated ability to manage multiple priorities, anticipate potential conflicts, and maintain accuracy and responsiveness in a fast-paced environment.

Strong problem-solving skills and a demonstrated ability to identify process improvements and implement more efficient administrative practices.

Familiarity with the organizational structure, policies, and administrative practices of a research university is highly desirable.

Preferred Competencies: (Skills, knowledge, and abilities)

Bachelors or equivalent combination of education, training, and relevant experience.

Several years of progressively responsible administrative experience, preferably supporting a dean, senior executive, or other organizational leader.

Demonstrated ability to manage complex calendars, meetings, travel, correspondence, events, and competing priorities with accuracy and sound judgment.

Excellent written and verbal communication skills, including the ability to interact professionally with faculty, staff, students, university leaders, alumni, donors, and external partners.

Strong organizational and project-management skills, with exceptional attention to detail and the ability to anticipate needs and follow through independently.

Demonstrated discretion in handling confidential, sensitive, and personnel-related information.

Strong proficiency with Microsoft 365 applications, particularly Outlook, Word, Excel, PowerPoint, and Teams, along with the ability to learn university administrative systems.

Ability to work effectively in a fast-paced, deadline-driven academic environment, exercise independent judgment, and appropriately prioritize issues requiring the dean’s attention.

Demonstrated professionalism, diplomacy, adaptability, and commitment to providing high-quality service to a diverse community.

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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