Department: MED-Medical Social Sciences
Salary/Grade: NEX/9
Target hiring range for this position will be between $17.05-$21.31 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.
Job Summary:
The Department of Medical Social Sciences at Northwestern University Feinberg School of Medicine, is innovative, collegial, collaborative, inclusive and highly committed to team science. We are dedicated to leveraging the social sciences to develop and implement innovators to transform health and healthcare equitably. MSS has grown to roughly 300 faculty and staff in its 15 years + history and we are hiring an Administrative Assistant to serve on a team providing administrative and operations support to the department. The hybrid schedule requires 3 days/week in office and 2 days/week remote.
The ideal candidate is highly organized, has impeccable follow-through, is proactive by nature, strives to provide superb customer service, and thrives in a dynamic, fast-paced, and ambitious environment with a collaborative and mission-driven culture. We are seeking someone with excellent skills in organization, time management, oral and written communication, as well as someone with a team player attitude, a desire for continuous learning and enthusiasm for improving their skills.
Responsibilities include but are not limited to serving as a receptionist; managing onboarding and offboarding duties; assisting with IT/technology issues by liaising with Tech Support; assisting department personnel with computer, laptop, and other equipment orders; managing the "tech cage" and keeping track of surplus/returned equipment for redistribution when appropriate; assisting the Communication Specialist by managing email list membership, and assisting with the department's weekly newsletter; and organizing and submitting expense reimbursements and other financial transactions. Additional responsibilities include updating the MSS information Resources SharePoint site, supporting preparation for the department and other meetings, and assisting with department events as needed.
Specific Responsibilities:
Documents & Databases
- Maintain and update departmental distribution lsists and listservs to ensure accurate internal and external communication flows.
- Maintains trackers for equipment, tech cage, and supplies
- Upkeep information into spreadsheets and databases
- Prepares onboarding and offboarding documentation and correspondence
- Maintains inventory and order supplies
Newsletter
- Uploads content to weekly newsletter
- Maintains distribution lists for the department
- Supports Communication Specialist in weekly newsletters
Accounting
- Execute and monitor departmental purchases using the iBuy system, ensuring all orders are placed and tracked accurately.
- Inventory management of supplies and technology
- Manage and apply the correct chartstrings to all financial transactions, ensuring expenses are invoiced to the appropriate funding sources and budgets.
Human Resources
- Coordinate the onboarding process for new hires, including workspace preparation, system access, and introductory materials.
- Manage the offboarding checklist, ensuring the return of keys/IDs, computer equipment, and cancellation of listserv memberships.
Coordination
- Make appointments.
- Completes registration & travel arrangements.
- Schedule rooms.
- Arranges for routine technology & refreshments for meetings.
Contacts
- Answers phones, routes callers, takes messages.
- Greets visitors, responds to inquiries, requests & provides routine information.
- Contacts repair personnel as requested for copy machine, lab equipment, etc.
Student Services
- Provides information on courses, general requirements & policies & procedures.
- Processes forms.
- Sets-up & maintains records.
- Reviews forms for completeness, etc.
- Coordinates class schedules and registration.
- Proctors exams.
- Coordinates copyright clearance.
Supervision
- Supervises work of temporary &/or work-study students.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required
Excellent proficiency in Microsoft 365
Excellent organizational and time management skills with strong attention to detail
Strong oral and written communication skills
Capable of managing multiple priorities with competing deadlines in a dynamic environment
Ability to take initiative, think analytically, and carry out complex problem solving and planning
Excellent interpersonal skills and a commitment to delivering best in class customer service
Strong and eager cross-functional team player with demonstrated ability to build and maintain positive working relationships with people at all levels of the organization
Ability to work independently and is a strong self-motivator who takes initiative and ownership
Committed to developing oneself professionally by growing one's skills and knowledge in response to new technologies and work demands
Preferred Qualifications:
Relevant experience in secretarial duties (i.e., scheduling, inquiries, onboarding/offboarding coordination)
Intermediate knowledge of presentation, marketing, and communications platform programs
Knowledge or experience related to finances and expense tracking
Experience with NU Financials and other NU systems
Preferred Competencies: (Skills, knowledge, and abilities)
Positive Attitude
Adaptability
Team player
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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.
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Northwestern University
$17.05 - $21.31 / hr
Feb 03, 2026