Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.
Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.
Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's calendar and schedule.
Handles all travel for a faculty member including booking flights, hotels, and rental cars, and registration for conferences. In addition, this position:
Creates itineraries for trips and coordinates travel for visitors and group members.
Processes lab supply orders
Processes other financial transactions for faculty including expense reports and invoice processing
Assists in the planning and execution of workshops.
Manages updates to group website.
Note: This is a one year termed position subject to renewal dependent on available funding.
Prepares manuscripts, scientific, technical &/or statistical documents; proofs for spelling & grammar. Enters information into spreadsheets &/or databases & may create equations &/or compile routine reports, statistics, tables, charts, etc. from readily available information.
Coordinates content maintenance of websites &/or blogs & may train &/or assist faculty &/or staff in updating their websites &/or blogs.
Processes accounts payables &/or receivables; verifies income &/or expense; resolves discrepancies & over/under budget problems, etc. May enter, track, & maintain documentation & logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating & resolving discrepancies & preparation of budget reports & spreadsheets. May complete routine payroll actions. Processes all orders for the group including chemicals, lab and office supplies. Updates database of orders received with scanned packing slips. Creates and processes expense reports for faculty, group members, and visitors.
Processes a limited variety of routine HR transactions & provides information on HR policies & procedures.
Coordinates supervisor's &/or dept calendar including registration & travel. Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments. Assists in the planning of workshops.
Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of personnel both internally & externally.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications: (Education and experience)
A Bachelor’s Degree along with 1-2 years of administrative support experience in higher education preferred.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of NUFinancials, Outlook, Word, Excel, PowerPoint, Adobe.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36860
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.