Administrative Assistant 4

Administrative Coordinator

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrativework procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. This position will provide executive assistance to the Chair of the Department of Neuroscience at Feinberg School of Medicine.

Specific 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.
• Accounting Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders. Processes accounting transfers, appropriation & funding changes, deposits, & payroll. Completes journal entries. Creates & monitors budget statements. Verifies that charges are accurate & posted to the appropriate account. Reconciles accounts. Resolves discrepancies &/or outstanding encumbrances. Assists in balancing accounts at close of fiscal year. Assists in preparation of annual budget. Administer budgets &/or accounting balances for multiple awards.
• 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.
• 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.
• Student Services Coordinates student recruitment & admissions process. Reviews & prioritizes applications. Refers students to appropriate resources. Counsels students regarding alternatives for course requirements. Participates in evaluation of program & curriculum planning. Recommends & implements administrative & procedural changes.
• Miscellaneous Perform other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances) A high school diploma or its equivalent. 5 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.) Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications: (Education and experience) Bachelor or Master degree in English or biology

Preferred Competencies: (Skills, knowledge, and abilities) Excellent interpersonal skills, highly professional demeanor Excellent English writing and editing abilities Ability to work independently, strong motivation and initiative

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.