Evanston, Illinois

Department: MCC Materials Science & Engg Salary/Grade: NEX/11 About McCormick: Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction. Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas. 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. 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. Determines format, elements, trends, etc. Assist in the promotion and tenure review processes by collecting, organizing and filing information, soliciting letters of recommendation, creating background descriptions of people who write letters of support, proofs documents for spelling and grammar, creating the master file of all information and submitting it to the Dean’s office by the deadline.  The same applies to faculty reappointment cases.  Independently responds to and composes correspondence. Process faculty appointments and reappointments by checking regularly for end date appointments and notifying the Chair/sponsoring faculty of this expiration.  Solicit CV from candidate, request letter from faculty member and any additional supporting letters as needed.  Process internal paperwork and route to appropriate McCormick personnel and then continue monitoring with regular checking in on workflow progress. Assists with the annual alumni letters and mailing. Meet regularly to clean out regular mail from the Chair's mailbox, and file paper documents as given by the Chair.  Website Creates new web pages and/or updates standard information/data within the application’s content management program. Coordinates content maintenance of websites and may assist faculty and staff in updating their websites. Accounting Approves appropriate expenses, purchases and reimbursements per budget.  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.  Generates summary reports and statistics.   Processes routine payroll actions.  Maintains accounting balances for grants/contracts. Assists with completing and maintaining transactions in NUFinancials. Human Resources Initiates full range of HR actions such as new employee dept orientation. Resolves hiring, termination, etc. processing problems. Drafts job descriptions. Explains HR procedures. Assist in the process of faculty recruitment by placing search ads, maintaining files, entering position info into FASIS database , providing administrative support to the search committee, handling correspondence, processing visitor reimbursements, and making arrangements for candidate visits. Coordinations Manages the Chair’s, supervisor’ s , and dept calendar. Manages registration and travel.  Organizes and coordinates events which may include creating timelines. Collects agenda items and background materials. Creates registrant profiles. Coordinates complex itineraries involving domestic and/or international travel, etc.  Prepares annual event, conference and/or meeting budget. Verifies invoices and expense reports; and/or reconciles to budget. Providing support with new projects, such as receptions and/or special events. Arrange the Advisory Board Meeting by creating invitations, booking spaces, arranging hotel stays and catering, distributing parking permits, creating folders with department literature and making name tags, creating the meeting agenda, , and serving as a host during the meeting.  Be on-site for the duration of the meeting. Manage the Chairs calendar, assist with meeting and travel arrangements. Contacts Screens and prioritizes incoming calls.  Responds to inquiries. Provides basic interpretation of policies and procedures.  Researches information to resolve problems or issues. Provide general administrative support to the MSE department Chair, Business Administrator, faculty, students, staff, outside contacts, and visitors by acting as a communication liaison, answering questions concerning department policies and procedures. Acting as a liaison for communication between Advisory Board members and MSE faculty, contacting and informing MSE faculty, McCormick Admin, students, and others with regard to their participation in the Advisory Board Annual Meeting. Student Services Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation. Recommends alternatives for course requirements.  Reviews administrative processes and procedures regarding student services and recommends changes. Supervision May coordinate work of temporary/work-study students. Performs other duties as assigned. Handle very confidential matters and all other duties as assigned by the Administrator, Business Administrator and Chairman. Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website. 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.     

Evanston, Illinois

Similar jobs