Department: Buffett Inst Global Affairs Salary/Grade: NEX/10
Northwestern Buffett Institute for Global Studies is Northwestern University’s main forum for interdisciplinary research and teaching on international affairs. As such, Northwestern Buffett is home to an array of faculty-led research initiatives, student programming, public events, and campus funding opportunities.
The Strategic Operations Assistant is the primary contact for the various constituencies of the Buffett Institute - in person, over phone, and via email. The Strategic Operations Assistant welcomes visitors and must stay informed about all Institute activities (for example, numerous faculty-led working groups, a webinar series, programs for graduate students and more than 200 yearly events).
Additionally, the Strategic Operations Assistant provides a variety of clerical and administrative support to the Chief of Staff and for the broader office on a project basis, which may include: assisting with event logistics; collecting paperwork and onboarding visitors; overseeing facilities requests; preparing agendas and making travel arrangements; and drafting reports.
The Strategic Operations Assistant reports to the Chief of Staff.
Please Note: With advance notice, occasional evening work may be necessary.
Provides a variety of clerical and administrative support for the office and its visitors.
Opens the building at 9 am and closes the building at 5 pm, checking that all lights are turned off and windows / doors are locked. Maintains common spaces (kitchen, beverage closet, supply closets, basement, and conference room), and assists Northwestern Buffett Program Coordinator with key distribution for Institute spaces, including handling paperwork and scanning related to key management.
Sends and distributes mail for the office.
Identifies supply needs Institute spaces and orders supplies when needed.
Assists with visitor paperwork and onboarding.
Serves as a back-up to the Northwestern Buffett Program Coordinator to address facilities and IT issues by submitting service requests when needed.
Documents & Databases
Prepares meeting agendas and briefs and takes meeting minutes.
Prepares documents and reports, including meeting presentation materials.
Proofs for spelling & grammar.
Provides administrative support on special projects, as requested.
Collects general information on Institute activities and maintains in appropriate spreadsheets and databases.
Compiles routine reports from readily available information.
Coordinates distribution of event posters and other Institute materials.
Coordinates Institute calendars.
Coordinates travel arrangements for Institute leadership.
Arranges & cancels meetings based on knowledge of subject & attendees.
Assists with events, which may include: scheduling rooms; coordinating with guest speakers; and arranging for routine materials, technology, & refreshments.
Serves as back-up to the Executive Assistant to the Executive Director, providing scheduling and other support.
Provides information via phone, e-mail, mail, etc.
Represents Institute in routine situations with various levels of personnel both internally & externally.
Manages reception, including coordinating additional staff support to manage reception: greets and assists visitors; answers the office phone and general email; and ensures that inquiries are handled professionally and thoroughly (including follow-ups).
Student Services and Human Resources
Interprets existing policies & procedures (especially related to space usage).
Directs students to appropriate programs and opportunities.
Is aware of HR policies & procedures to provide information for visitors, as needed.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Strong customer focus and people skills.
Excellent written and verbal communication skills.
Attention to detail and ability to work with confidential information.
Ability to manage multiple priorities.
Intermediate knowledge of word processing, email, and database software programs.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree.
Prior experience working in higher education or other nonprofit organization.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to troubleshoot basic technology problems.
Knowledge of international studies.
Experience organizing and executing events.
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: 41109
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.