Job Details
Department: MED-Medical Social Sciences
Salary/Grade: NEX/9
Target hiring range for this position will be between $34,566-$48,608 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as wellas internal equity and alignment with market data.
Medical Social Sciences Department
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 innovations to transform health and healthcare equitably. MSS has grown to roughly 300 faculty and staff in its 15 year history and we are hiring an Administrative Assistant 1 to serve on a team providing administrative and operations support to the department.
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 growing their skills.
Responsibilities include but are not limited to schedule meetings; managing onboarding duties; supporting the Faculty Affairs team with making travel arrangements, organizing and submitting expense reimbursements, etc.; assisting the Communications Specialist by managing email list membership, and assisting with the department's weekly newsletter; supporting the constituents in any facilities requests and conference room needs by liaising with Tech Support.
Job Summary:
Provides standard & routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or scheduling meetings on the 27st floor. This role is also responsible for providing support to the HR Program Coordinator with onboarding and offboarding for departmental hires, which will include IT requests/appointments and maintain the tech cage. Furthermore, the role will provide support to the communications specialist including proofreading written content prior to publication, updating mailing distribution lists, and compiling content of the weekly newsletter in Constant Contact. Updating the MSS information Resources Sharepoint site, supporting preparation for the department and other meetings, and other duties as assigned.
Specific Responsibilities :
Documents & Databases
- Maintains templates for onboarding needs
- Upkeep information into spreadsheets & databases
- Prepares onboarding documentation and correspondence
- Maintains inventory & orders supplies
Newsletter
- Uploads content to weekly newsletter
- Maintains distribution lists for the general department
- Supports Communication Specialist in weekly newsletters
Coordination
- Supports Faculty Affairs team in coordinating schedules and plans for visitations
- Completes registration & travel arrangements
- Schedule conference and meeting rooms
- Arranges for routine technology & refreshments for meetings
- Performs other duties as assigned
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.
Assistant
- Provides a variety of administrative support for the Central Administrative Team
- Assists and works alongside peer Administrative Assistant 1
Supervision
- Check in with supervisor regularly
- Performs other related duties as assigned .
Minimum Qualifications: (Education, experience, and any other certifications or clearances) - A high school diploma or equivalent required.
- 1 year of administrative support or other relevant experience required.
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
- Strong cross-functional team player
- Committed to developing oneself professionally by growing one's skills and knowledge in response to new technologies and work demands.
Preferred Qualifications: (Education and experience) - Relevant experience in secretarial duties (i.e. scheduling, inquiries, travel 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 a plus
Preferred Competencies: (Skills, knowledge, and abilities) - Positive attitude
- Adaptability
Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at to learn more.
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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 to learn more.
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