Department: Ctr for Comparative Medicine Salary/Grade: NEX/11
Administrative Assistant 3 Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. In addition this position manages security systems for all CCM facilities, assists the Standard Operating Procedures Committee Administrator, and helps ensure compliance by offering administrative support when needed.
Please note: Works hours are from 8:00am -5pm; flexibility can be offered when approved by the office manager, but work hours should add up to 40 hours per week. Work stations are close to each other and work space is limited. Work may require extended hours sitting at a computer terminal. Will require occasional travel between the Evanston and Chicago campuses. Work may require access to the animal facilities. Must be enrolled in the university’s occupational health program which entails filling out a health questionnare. The health questionnare is submitted to the university’s occupational health provider for review. Must be willing to undergo job related background check.
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Performs periodic auditing on training files and data base
Enters training documentation into computer database system
Records SOP training data for CCM staff
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
May train or assist other CCM staff in updating information on the CCM websites or blogs
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Explains HR procedures.
Ensures all CCM staff and research personnel have met occupational health, training, and IACUC requirements prior to gaining access to CCM facilities
Assists with CCM’s Occupational Health Program by providing staff with occupational health paperwork and maintenance of relevant records. Note: This does not include access to any medical records or other HIPPA protected documentation
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
May prepare agendas and record minutes of SOP Committee meetings.
Schedules all mandatory and elective training sessions under the direction of the Manager and Assistant Managers
Verifies invoices and expense reports; and/or reconciles to budget.
Screens and prioritizes incoming calls.
Responds to inquiries.
Primary contact person for all training database related issues
Provides guidance to CCM and research staff regarding prerequisites required for each type of training or security access
Supports and documents all visitors to CCM facilities
Troubleshoots security computer related issues
Maintains facility security by assigning and restricting facility access as directed by CCM managers and supervisors
Provides customer support to CCM and research personnel when access cards are not working
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing (Microsoft Office Suite), spreadsheet, email, and database software programs is required.
BA or BS in administration or related field.
Previous experience with data base management.
Background in medical research environment.
Preferred Competencies: (Skills, knowledge, and abilities)
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.
Internal Number: 36115
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.