The Administrative Assistant 4 provides administrative support to the Office of Undergraduate Research, an academic support unit of the Office of the Provost. The Office provides funding and resources to students to pursue their own independent research and creative projects with a goal of helping students learn to take the lead in their education. The Admin Assistant creates and executes all advertising and promotional campaigns for the office, seeking to reach out to students about the opportunities available; assists with revenue and expense processing; initiates financial transactions and reviews budgets for the area; works with students to ensure grant information is processed accurately; creates weekly email communications; responds to inquiries; maintains and updates database of student applications and awards; maintains and updates the Undergraduate Research web page and related social media outlets; schedules meetings and provides support for information sessions; provides primary administration for the annual Undergraduate Research and Arts Exposition and other special student events; provides front-desk reception for Office.
- Assist with financial processing and reporting from the University financial system. Administer and reconcile all chartstrings. Initiate revenue and expense processing; provide reports to Director on program budgets. Coordinate all human resource actions, including the payment of student grants by working closely with students to ensure the completion of required paperwork for grants and maintain organization of records, both electronic and paper; work closely with Payroll for seamless handling of student grant transactions; manage general grant payment process and workflow. Administer procurement card.
- Create and implement office communication plan. Prepare digital and print advertising and general communications for the Office and maintain the online and social media presence of the office. Help create the weekly email communications, collaborating with other units on campus and in some cases externally to provide up-to-date information; serve as point of contact to direct inquiries appropriately; update current contact lists and validate each listing entity annually; enter new listings and help recruit programs to be added; manage and update Facebook, LinkedIn, and website, and potentially develop additional social media strategies.
- Develop advertising materials for all events, schedule meetings and provide support for information sessions across the academic year. Compose and distribute e-communications across campus; create and distribute flyers and place advertising in a variety of sources; work with University Relations, the Daily Northwestern, North by Northwestern web news site, Evanston Now and various other media outlets to showcase programs and student participants; schedule workshops, including locations, and provide support during workshops and information sessions.
- Manage planning and execution of Undergraduate Research and Arts Exposition and Creative Arts Festival, held annually at the end of the academic year.
- Coordinate support staff and work with Norris personnel; develop advertising and promotions for the event; order supplies and prepare materials, and provide onsite management and follow up of the event. Handle planning and promotion of other special events, including Summer Experience Forum, Summer URG Kick-Off Event, and review committee meetings.
- Complete other duties as assigned; provide general reception for the office suite.
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
- Two to five years of administrative experience supporting senior management.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Excellent interpersonal skills, flexibility, and ability to interact productively with school office staff, faculty and administrative offices at other organizations
- Familiarity with the University's institutional structure and sensitivity to its mission
- Ability to handle confidential information appropriately, and to use good judgment in making decisions
- Ability to write well
- Service-oriented attitude to assisting staff, faculty and students
- Experience doing research using the Web and other sources.
Preferred Qualifications: (Education and experience)
- Experience in a university setting
Preferred Competencies: (Skills, knowledge, and abilities)
- Experience with university financial systems
- Experience with analytics, web writing, and social media.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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. Hiring is contingent upon eligibility to work in the United States.