Evanston, Illinois

Department: MCC-Farley CEI 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. The Farley Center for Entrepreneurship and Innovation is one of the major centers/institutes of the Robert R. McCormick School of Engineering and Applied Science at Northwestern University. Through our courses, certificate program/major, student groups and businesses, advising services and events we also serve the entire NU Community including students, faculty, staff and alumni. The Program Assistant role will be an integral part of the Farley Team. This staff member will support the work of the Center, Staff, Faculty and Students Responsibilities: Documents & Databases Independently responds to and composes correspondence and assists with the preparation of reports.  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. Gathers and updates information regarding programs, events, etc 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. Implements basic financial procedures and tracks finances, including expenses, revenues, journals, deposits, purchase orders, student payments, and staff reimbursements. Prepares materials for annual budget planning in conformance with strategic plan and execution Assists with daily, monthly & annual financial processes & reporting. Generate financial reports and statistics. Assist with financial support for grant funding proposals Assist with center grant proposals Human Resources Initiates full range of HR actions such as new employee dept orientation. Resolves hiring, termination, etc. processing problems for temporary & workstudy assignments. Coordination 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 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. Oversees office management, including paper and computer files, databases and archives, supplies, and office equipment.  Prepares appropriate letters, reports, & spreadsheets. Assists with managing travel arrangements & arranging for routine materials, technology & refreshments for meetings Facilitate equipment service, maintenance and IT requests Contacts Screens and prioritizes incoming calls.  Responds to inquiries. Provides basic interpretation of policies and procedures.  Researches information to resolve problems or issues Serves as first point of contact for the Farley Centerresponding to walk-in, phone, mail, and email inquiries from students, faculty, staff, community partners, and the general public. May represent supervisor in routine/standard situations with various levels of personnel both internally & externally. Responds to/partners with supervisor to resolve unanticipated & complex issues. Supervision Coordinates work of temporary/work-study students, interns, etc. Performs other duties as assigned. Minimum Qualifications: A high school diploma or equivalent required. 4 years of administrative support or other relevant experience required. Preferred Qualifications : Bachelor's degree, or the equivalent combination of education, training, and experience from which comparable skills can be acquired. Business Certification, or the equivalent combination of education, training, and experience from which comparable skills can be acquired. 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

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