Administrative Assistant 3, AccessibleNU

Department: AccessibleNU

Salary/Grade: NEX/11

About AccessibleNU: AccessibleNU (ANU) is responsible for the academic and on-campus housing accommodation determination and coordination process for students with disabilities. Northwestern University recognizes disability as an essential aspect of our campus, and as such, we actively collaborate with faculty, staff, and students to achieve access goals.

About Testing Services: Testing Services collaborates with faculty, staff, and academic departments to minimize logistical barriers in the exam coordination process for students with approved accommodations from AccessibleNU. We foster a supportive test-taking environment that upholds academic standards and promotes student access.

Job Summary:

The Administrative Assistant is a vital member of the AccessibleNU (ANU) and Testing Services teams, providing administrative, clerical, operational, and disability accommodation support across both units. Reporting to the Associate Director of ANU, this position serves as the primary point of contact for individuals contacting ANU, provides on-site coverage and back-up proctoring support for Testing Services, and manages the associate dean and department calendar. The Administrative Assistant responds to inquiries, communicates information about policies and procedures, and helps ensure students and other constituents are connected with appropriate resources. This position coordinates day-to-day administrative functions and supports the effective management of unit records, triaging of student registration applications, communications, financial processes, personnel activities, meetings, and events. The Administrative Assistant also identifies and helps resolve operational issues, contributes to the improvement of administrative processes, and supervises and coordinates the work of student employees.

Due to the nature of this work assignment, this position is required to work in the office.

Pay: The hourly pay rate for the Administrative Assistant 3 position is $24.51 per hour.

Principal Accountabilities:

Documents and Databases 25%

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Coordination 20%

• Manages Associate Dean and department calendar.
• Coordinates travel arrangements.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates itineraries involving domestic and/or international travel, etc.
• Prepares event, conference and/or meeting budgets.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts 20%

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Supervision 15%

• Coordinates work of temporary/work-study students.

Accounting 15%

• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.

Human Resources 5%

• Resolves student and temp hiring, termination, etc. processing problems.

Minimum Qualifications:

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

Minimum Competencies:

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

Preferred Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelors or higher degree
• Knowledge of ADA Amendments Act, Sections 504 and 508 of the Rehabilitation Act, Fair Housing Act.
• Prior supervision experience.

Preferred Competencies:

• Ability to problem solve, collaborate, mediate conflict, and deescalate in challenging situations.
• Highly developed facilitation skills to foster a welcoming environment for students, parents, staff, and faculty.
• Ability to establish and maintain effective working relationships, primarily with a remote staff.
• Highly developed communication skills, written and oral, with attention to details and meeting deadlines.
• Ability to adapt to and openness to change.
• Excellent computer skills, including Microsoft Office 365.
• Ability to learn and work in several databases, scheduling systems, and financial systems.
• Ability to work independently and manage time in a fast-paced environment with minimal on-site supervision.

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.

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