This position will provide executive assistance to the newly appointed Chairman of the Department of Biochemistry and Molecular Genetics at Feinberg School of Medicine. In addition to a broad range of typical administrative responsibilities, this employee will have responsibility for organizing the departmental seminar series, provide administrative assistance to other department faculty members as needed, and importantly will contribute to a welcoming and professional atmosphere in the department’s central office.
The Administrative Assistant 4 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 administrative work 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.
Please note: This position is on-site on the Chicago campus Monday through Friday. This role is not an immediate full-time benefit's eligible position, but will begin as a temporary to hire position.
Approving purchases and/or orders.
Verifies that charges are accurate & posted to the appropriate account.
Manages supervisor's &/or dept calendar (backup when Program Coordinator is out of the office)
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc. (backup when Program Coordinator is out of the office)
Coordinates large scale &/or complex events.
Ensures that all logistics such as advertising, registration, speakers, venues, catering, technology, etc. have been completed.
Responds to unanticipated & complex issues.
Performs other duties as assigned.
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 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
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
Internal Number: 41138
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.