Administrative Assistant 3, Northwestern Career Advancement
Location: Evanston, Illinois
Internal Number: 46691
Department: Career Advancement Salary/Grade: NEX/11
The mission of Northwestern Career Advancement (NCA) is to foster excellence in career development, preparation, and professional opportunities for undergraduate and graduate students and alumni by providing comprehensive services and programming and by promoting strong partnerships with employers, academic departments, and the university community. Learn more about the Northwestern Career Advancement department here: https://www.northwestern.edu/careers/
The Administrative Assistant coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. They create and maintain associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. The Administrative Assistant manages all aspects of the front desk including hiring and training students, welcoming visitors, and managing conference room calendars.
They coordinate the Career Development Fund which supports low-income students with professional attire and support for graduate school applications. This includes processing applications, working with staff to evaluate the applications, and distributing funding. Support the NCA Post Graduate Survey by verifying post graduate outcomes of students.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Documents and Databases 30%
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.
Student Services 20%
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Reviews administrative processes and procedures regarding student services and recommends changes.
Generates summary reports and statistics.
Processes routine payroll actions.
Manages supervisor's and/or department calendar.
Human Resources/Staff Support 5%
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Experience working with college students or young adults
Bachelor’s degree preferred
Strong customer service ability including experience prioritizing multiple request from different constituency groups
Strong writing skills including the ability to serve as the first point of contact
Able to work independently in a team-based environment
Able to follow up via email, phone, and in-person to ensure that student and employer questions are answered
Work-Life and Wellness:Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.
Professional Growth and 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.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
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.
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.