Department: WCAS Holocaust Edu Foundation Salary/Grade: NEX/11
The Holocaust Educational Foundation of Northwestern University (HEFNU) seeks a part-time Executive Assistant. The Executive Assistant (EA) is a key staff person for the Foundation, providing support critical to HEFNU achieving its mission. The EA has primary responsibility for HEFNU correspondence, communications, and publicity, including maintaining the website and coordinating social media posts. In cooperation with other staff members – The Director, the Post-Doc Assistant Director, the Grad Student Assistant, and the Undergrad Student Worker (Communications Aide) – the EA will also contribute to implementing HEFNU’s programs. These include the Lessons & Legacies Conference, the Summer Institute, two on-campus lectures each year, several Regional Institutes each year, a Virtual Mentorship program, a Virtual Speakers Bureau, and annual Teaching and Research Grants, as well as on on-campus “Certificate of Achievement” in Holocaust Studies program for NU undergrads.
The Holocaust Educational Foundation was established in 1976 by Holocaust Survivor Theodore “Zev” Weiss, his wife Alice, and their children and their friends. The mission of HEFNU is to advance Holocaust education at institutions of higher learning around the world. To achieve this mission, HEFNU offer programs to develop professors qualified to teach Holocaust courses, grow the number of colleges and universities that offer Holocaust courses, and increase the number of students who study the Holocaust.
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.
The Assistant to the Director serves as the point person for Foundation events and communications, including the Foundation’s website, bi-annual newsletter, and event announcements; and offers support to the Foundation’s Director as needed.
Please note: This position is a 20 hour per week position. Some of the work may be done remotely, but the position requires at least one day per week on campus. The person will have an office separate from the Director that is shared with other HEFNU staff.
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.
Determines format, elements, trends, etc.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Maintains accounting balances for grants/contracts.
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 4 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. Highly organized. Detail oriented.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to prioritize and balance multiple projects. Familiarity with Northwestern systems, such as NU Financials and Cognos. Intermediate knowledge of I-modules, video compilation and editing, concise informational writing, and internet research or enthusiasm to learn these skills in short-term. Prior experience with event planning and communications. Prior experience with budgeting, Graphic design, Adobe Suite, and Qualtrics.
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Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.
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