Administrative Assistant 3

Department: Ctr for Comparative Medicine
Salary/Grade: NEX/11

Job Summary

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.

Specific Responsibilities:

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

Website

• 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

Accounting

• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.

Human Resources

• 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

Coordination

• 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.

Contacts

• 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

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.
• Customer Service
• Adaptability
• Communication
• Organization
• Team player
• Collegiality
• Efficiency/Dependability

Preferred Qualifications: (Education and experience)

• 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)

• Energy
• Motivation
• Innovation/Creativity
• Judgment

Target hiring range for this position will be between $21.00-$25.50 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

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

#LI-EN1