Department: WCAS Physics & Astronomy
Salary/Grade: NEX/10

The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow.  Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.  
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued. 

Job Summary:

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or department calendar. Website updating and advertising of seminars, colloquium, and special events. Provides backup assistance for expense reimbursements.

Specific Responsibilities:

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar. 
• Enters information into spreadsheets &/or databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Assists with compiling documents for faculty promotion cases.
• Assists with key distribution and tracking.

Website

• Coordinates content maintenance and updates of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

Accounting

• Verifies income &/or expense.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Investigates & resolves discrepancies.
• Completes routine payroll actions.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel. 
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments, advertising and promotion (web-based and posters). 
• Coordinates space survey.

Contacts

• Provides information via phone, e-mail, mail, etc. 
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Assists with advising students of major/minor requirements.
• Assists with travel and events/seminars associated with student recruitment.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of temporary/work-study students, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Cascade, website editing
• PowerPoint
• Adobe photoshop editor and related
• Event or marketing experience

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.