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. This position will provide executive assistance to the Chair/Institute Director of the Department of Biochemistry and Molecular Genetics/Simpson Querrey Institute for Epigenetics at Feinberg School of Medicine. In addition to a broad range of typical administrative responsibilities such as managing travel and calendar for the Chair, this employee will manage and place orders for the laboratory, will be actively involved in the faculty search process, be responsible for organizing the departmental seminar series, provide administrative assistance to other department faculty members as needed, facilitate maintenance of departmental web sites, and importantly will contribute to a welcoming and professional atmosphere in the department's central office.

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.
• 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 close of fiscal year. Assists in preparation of annual budget. Administers budgets &/or accounting balances for multiple awards.
• 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.
• 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.
• Coordinates student recruitment & admissions process. Reviews & prioritizes applications. Refers students to appropriate resources. Counsels students regarding alternatives for course requirements. Participates in evaluation of program & curriculum planning. Recommends & implements administrative & procedural changes.
• Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances) A high school diploma or its equivalent along with 5 years of administrative support experience is required. Minimum Competencies: (Skills, knowledge, and abilities.) Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications: (Education and experience) Bachelor or Master degree in English or biology Preferred Competencies: (Skills, knowledge, and abilities) Excellent interpersonal skills, highly professional demeanor Excellent English writing and editing abilities Ability to work independently, strong motivation and initiative

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.