Administrative Assistant 2, Facilities

Department: Residential Ops & Services

Salary/Grade: NEX/10

Northwestern University's Residential Services focuses on the needs of residents and fosters conditions for them to experience meaningful engagement, develop a sense of social belonging, help educate about and support well-being, develop agency in the residential experience, and champion a welcoming community. Northwestern's Residential Services program serves nearly 4,300 undergraduates and nearly 650 graduate students in more than 27 residence halls, 10 residential colleges, and 3 graduate apartments. Visit our website for more information about the department's mission and operations: https://www.northwestern.edu/living

Job Summary:

The Administrative Assistant 2 within Residential Operations & Services provides customer service to students by processing maintenance requests and liaising between Northwestern Facilities Customer Service, the residential maintenance/custodial team, and residents. Using data and software systems like StarRez and Facilities Connect they use data to find patterns and inform long term planning. They manage supplies and shared office space. This staff member will complete basic human resources tasks and support onboarding processes for the Operations & Services team.

Pay: The pay range for this Administrative Assistant position is $22.00 - 23.50 per hour, with limited flexibility depending on experience, skills, and internal equity. This position is scheduled for 40 hours per week.

Principal Accountabilities:

• Maintenance Requests - South Area (per MT Supervisor), Garrett Place, and Engelhart

• Communication to FM, including entering work tasks into Facilities Connect

• Communication to students to outline timelines, update tickets in student request system

• Assigned to and communicate with Maintenance Technician team

• Send notices to residents via Star Rez

• Pull reports to provide data

• Star Rez Data Steward - modify templates/processes in software

• Manage SES One Form for lofting/cot rental

• Apply charges for lofting/cot rental

• Customer Service

• Answer facilities phone line and direct calls or create work tickets as necessary

• Respond to emails on the FixIt@northwestern.edu email account and create work tickets as necessary

• Purchasing

• Serve as iBuyNU Requestor in NU Financials for Operations & Services

• Office Management

• Maintain inventory of office and kitchen supplies

• Keep copy room and kitchen organized, with assistance from users

• Human Resources/Onboarding Support

• Serve as the NetID Coordinator for Ops & Services

• Provide administrative support for professional staff searches

• Set up professional staff with phones and uniforms

• Provide overview of HR paperwork on first day, assist staff with visiting HR and obtaining Wildcard if necessary

• Provide support for student staff onboarding and offboarding, including but not limited to I9 verification, temp panel access, and general paperwork (MPCs, Conferences, Desks, HOME Line)

• Coordination

• Manages departmental calendar

• Schedules meetings and interviews

• Record and distribute minutes for Ops & Services team meetings

• Organizes and coordinates events

• Collects agenda items and background materials

• Verifies invoices and expense reports; and/or reconciles to budget

• Creates and maintains financial records

• Serve as a purchaser/requestor in financial software system for team

• Process quotes from vendors upon request of team

• Verifies appropriateness and accuracy of charges

• Processes and reconciles expenses, accounting transfers, and/or appropriation changes

Minimum Qualifications:

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

Minimum Competencies:

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

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 and 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.