Department: NUL Marketing & Communication Salary/Grade: NEX/12
Northwestern Libraries’ Marketing and Communication department serves as the clearing house for external communication from the library to the public, both on campus and off. The department works closely with colleagues across the library and campus to ensure our partners have what they need to do showcase their own work and support library users. The Marketing and Communication Administrative Assistant 4 is a critical member of this team supporting the coordination of events, budgets, exhibits, publications, the website and blog, vendors, and student workers.
The Administrative Assistant 4 coordinates a broad variety of administrative processes and activities such as calendar management, including scheduling meetings and alerting the team of critical issues and upcoming deadlines; library communications including writing for the blog, and assisting with unit-wide signage; and database and budget maintenance and reporting, including assisting in preparation of the annual budget. The Assistant coordinates high-impact, public-facing events and gives project support for exhibits and publications. The Assistant also reviews administrative work procedures, policies and operational methods; identifies and documents (as applicable): Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems.
Please note: Occasional evenings and weekends required to support library events. Must be able to lift up to 45 lbs. Eligible for alternative (remote) work arrangement after 6-month probationary period.
The target budgeted minimum starting salary for this position is $19.86 hourly. Offers will be based on candidate experience and education, as well as equity within Northwestern University.
Cover letter is required to be considered for this position.
Manages calendar - supervisor's &/or dept.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Ensures that all logistics have been completed such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc.
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Creates & monitors budget statements.
Verifies that charges are accurate & posted to the appropriate account.
Assists in preparation of annual budget.
Gathers information regarding programs, events, etc.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Coordinates work of receptionists, program assts, temporary/work-study students, research/clerical assts, interns, etc.
Performs other duties as assigned.
High school diploma or equivalent required.
Five (5) years' administrative support or other relevant experience required.
Please include a cover letter for full-consideration.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs.
Demonstrated attention to detail.
Demonstrated ability to collaborate in a team environment.
Excellent time management skills and the ability to prioritize among multiple tasks and projects.
Ability to exhibit poise, tact and good judgement in all contexts.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to execute job functions while embodying the Libraries’ core values: collaboration, curiosity, integrity, personal responsibility, respect, and centering users.
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.
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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.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.