Evanston, Illinois

Department: WCAS Holocaust Edu Foundation Salary/Grade: NEX/11 The Holocaust Educational Foundation of Northwestern University (HEFNU) seeks a part-time Executive Assistant. The Executive Assistant (EA) is a key staff person for the Foundation, providing support critical to HEFNU achieving its mission. The EA has primary responsibility for HEFNU correspondence, communications, and publicity, including maintaining the website and coordinating social media posts. In cooperation with other staff members – The Director, the Post-Doc Assistant Director, the Grad Student Assistant, and the Undergrad Student Worker (Communications Aide) – the EA will also contribute to implementing HEFNU’s programs. These include the Lessons & Legacies Conference, the Summer Institute, two on-campus lectures each year, several Regional Institutes each year, a Virtual Mentorship program, a Virtual Speakers Bureau, and annual Teaching and Research Grants, as well as on on-campus “Certificate of Achievement” in Holocaust Studies program for NU undergrads. The Holocaust Educational Foundation was established in 1976 by Holocaust Survivor Theodore “Zev” Weiss, his wife Alice, and their children and their friends. The mission of HEFNU is to advance Holocaust education at institutions of higher learning around the world. To achieve this mission, HEFNU offer programs to develop professors qualified to teach Holocaust courses, grow the number of colleges and universities that offer Holocaust courses, and increase the number of students who study the Holocaust. 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. The Assistant to the Director serves as the point person for Foundation events and communications, including the Foundation’s website, bi-annual newsletter, and event announcements; and offers support to the Foundation’s Director as needed. Please note : This position is a 20 hour per week position. Some of the work may be done remotely, but the position requires at least one day per week on campus. The person will have an office separate from the Director that is shared with other HEFNU staff.   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. Determines format, elements, trends, etc. Website Maintains websites and/or blogs. Creates new web pages and/or updates standard information/data within the application’s content management program. 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. 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. Coordinations Manages supervisor's and/or 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. Contacts Screens and prioritizes incoming calls.  Responds to inquiries. Provides basic interpretation of policies and procedures.  Researches information to resolve problems or issues. 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 Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc. Miscellaneous Performs other duties as assigned. Minimum Qualifications: A high school diploma or its equivalent along with 4 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. Highly organized. Detail oriented. Preferred Qualifications: College Degree Preferred Competencies: (Skills, knowledge, and abilities) Ability to prioritize and balance multiple projects. Familiarity with Northwestern systems, such as NU Financials and Cognos. Intermediate knowledge of I-modules, video compilation and editing, concise informational writing, and internet research or enthusiasm to learn these skills in short-term. Prior experience with event planning and communications. Prior experience with budgeting, Graphic design, Adobe Suite, and Qualtrics. 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 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