Temporary Administrative Assistant 3

Department: Temp Center
Salary/Grade: TMP/01

Position: Temporary Administrative Assistant 3

Hours: This is both full-time position (37.5 or 40 hours per week)
Pay: $20.00 to $25.00 per hour
Campus: Evanston and Chicago
Approximate start date: 04/01/2025
Approximate end date: TBD

Northwestern University is seeking a temporary Administrative Assistant 3 for both the Evanston and Chicago campuses

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:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities:

Documents & Databases

• 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.
• Performs periodic auditing on training files and data base
• Enters training documentation into computer database system

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• 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.

Coordination

• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• May prepare agendas and record minutes of meetings.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Primary contact person for department/unit
• Supports and documents all visitors to department/unit
• Troubleshoots security computer related issues
• Provides customer support to department/unit

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

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

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

• Intermediate knowledge of word processing (Microsoft Office Suite), spreadsheet, email, and database software programs is required.
• Customer Service
• Adaptability
• Communication
• Organization
• Team player
• Collegiality
• Efficiency/Dependability

Preferred Qualifications: (Education and experience)

• BA or BS in administration or related field.
• Previous experience with data base management.
• Background in higher education setting is strongly preferred

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.