Administrative Assistant 4 (Part-Time)

Department: Osher National Resource Ctr
Salary/Grade: NEX/12

It's an exciting time at the Osher NRC as we add a new part time staff member to our team. The Osher NRC is a center of excellence serving a network of 120+ Osher lifelong learning programs across the country. Our mission is to help the local lifelong learning programs thrive. This new administrative role will be an important part of achieving our goals.

Key functions of this collaborative role include:

• Entering, updating, extracting, evaluating, and compiling Institute data, using Excel, Survey Monkey, and Salesforce, and preparing this information for presentations
• Administering a new grant process which involves communicating grant details, requirements, and deadlines to Osher Institute directors across the country, and collecting, reviewing, and filing documents
• Assisting with national conference preparations
• Managing a unique variety of special projects that support the NRC team

The qualified candidate must be process focused and have strong organizational skills, strong attention to detail, outstanding written and verbal communication skills, and a high level of professionalism. They will have keen technical aptitude, deep experience with Microsoft Office products, especially Excel, and a general comfort with databases and database reporting. Experience with Salesforce, or other customer relationship management platforms is preferred.

If you're looking for rewarding work that serves a unique and interesting population, this Northwestern University experience may be for you. This part-time hybrid position offers flexibility in setting hours and working both remotely and in the downtown Chicago offices (Wieboldt Hall).

The Osher National Resource Center (NRC), which is hosted by Northwestern University School of Professional Studies, is a non-governing center of excellence designed to help the 120+ Osher Lifelong Learning Institutes programs thrive. OLLIs offer stimulating non-credit classes to adult learners; there are no tests or grades. OLLIs are hosted by universities and colleges across the country and are represented in all 50 states. This national Network is the legacy of philanthropist Bernard Osher.

If these statements describe you, then please apply:

• I regularly think about the process and the best ways to get things done.
• I'm focused on details and highly organized, but I'm also efficient and able to manage multiple tasks at once without anything falling through the cracks.
• I have extensive experience in managing and manipulating databases and can whip up reports with ease. I know my way around Excel and numbers don't scare me.
• I have experience or understanding of a customer relationship management platform. Behind the scenes administration of these tools is not daunting.
• I am clear, thorough, and provide excellent customer service when speaking to others or writing emails.
• Others consider me patient, positive, and kind.
• Microsoft SharePoint (or its equivalent) is a tool I use and understand.

Be a part of this team that truly cares about our clients and one another, finds meaning in our work, values open communication, and celebrates successes.

Job Summary

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, professional field &/or topic, 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 targeted audience & objective.
• Organizes information in ways that promotes & encourages 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 fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to 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 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.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent 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.

Target hiring range for this position will be between $24.50 to $26.85 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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 & 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.

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