Administrative Assistant 4

Administrative Coordinator

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

Specific Responsibilities:

• Documents & Databases: Based on analysis, research, &/or knowledge of subject matter, prepares & compiles correspondence, reports, etc. Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Website: Oversees creation, design & maintenance of website &/or blog content, ensuring ease & practicality of use for the targeted audience & objective. Organizes information in ways that promote and encourage use of site. Gathers information regarding programs, events, etc. Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
• Accounting: Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders. Processes accounting transfers, appropriation & funding changes, deposits, & payroll. Completes journal entries. Creates & monitors budget statements. Verifies that charges are accurate & posted to the appropriate account. Reconciles accounts. Resolves discrepancies &/or outstanding encumbrances. Assists in balancing accounts at the close of the fiscal year. Assists in the preparation of the annual budget. Administer budgets &/or accounting balances for multiple awards.
• Human Resources: Coordinates the administration of all HR actions from hiring to termination. Supports staff &/or academic searches. Recommends & implements changes to the administration of HR policy & procedures for unit/dept.
• Coordination: Manages supervisor's &/or dept calendar. Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc. Sets-up & cancels meetings based on knowledge of subject & attendees. Coordinates large-scale &/or complex events. Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Contacts: Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information. Responds to unanticipated & complex issues.
• Student Services: Coordinates student recruitment & admissions process. Reviews & prioritizes applications. Refers students to appropriate resources. Counsels students regarding alternatives for course requirements. Participates in the evaluation of program & curriculum planning. Recommends & implements administrative & procedural changes.
• Supervision: Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc. Performed other duties

Minimum Qualifications: (Education, experience, and any other certifications or clearances) A high school diploma or equivalent is required. 5 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.) Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Benefits: At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs.