Administrative Assistant 4

Department: SoC Radio/Television/Film
Salary/Grade: NEX/12

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.

The Administrative Assistant 4 position serves two related but distinct MFA programs: the MFA in Documentary Media and the MFA in Writing for the Screen + Stage. The position supports the of each program and the graduate students, faculty and recruits who make up the associated cohorts and communities. The Program Assistant will be responsible for the daily administration of the programs' communications, events, visiting artist arrangements, and financials, and will help guide students through admission and registration while maintaining records of academic progress. Organizational skills and attention to detail are key, since this position coordinates administrative processes associated with education, research, and operations, and creates and maintains associated documents, spreadsheets, databases, and meetings. Additionally, we seek an individual who is passionate about supporting emerging artists in an inclusive and diverse learning environment. Occasional weekends and evenings will be required for coordinating special events.

Please note: Hybrid, some nights/weekends for capstone events

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 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.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.

• 5 years of administrative support or other relevant work experience required.

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

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

• Excellent communication skills; demonstrated effective spoken and written communication.

• Demonstrated attention to detail and ability to adhere to instructions/procedures.

• Efficient and resourceful in problem-solving.

• Strong ability to prioritize tasks.

• Effective time management skills

• Demonstrated ability to take ownership of the work, possessing initiative, and good follow-through

• Ability to receive and benefit from feedback; willingness to expand skill set and improve.

Preferred Qualifications:

• Experience in Higher Education

• Experience with event coordination.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to work in a team environment

• Ability to work with minimum supervision and guidance

• Flexibility in adapting to new procedures and environments.

• Design experience and experience with visual communications

• General knowledge of documentary, writing, theater and film industry.

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.