Department: Facilities Mgmt EV Salary/Grade: NEX/11
The Program Assistant 3 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.
Documents & Databases
Independently responds to and composes correspondence.
Sorts and distributes mail on a daily basis.
Creates and maintains standard spreadsheets and/or databases.
Manages and distributes electronic contact lists.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Creates presentations containing text, graphs, and video.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Assists with basic updates to Facilities web portal and website.
Approves appropriate expenses, purchases and reimbursements per budget.
Provides purchasing support for small dollar, low risk transactions.
Manages office and panty supplies.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Manages supervisor's and/or department calendar.
Manages external scheduling for Facilities executive leadership.
Organizes and coordinates events which may include creating timelines.
Provides support for special initiatives and ongoing, recurring projects as assigned.
Assists with development of project plans and timelines, tracks progress, and reviews tasks to ensure deadlines are met.
Proactively communicates project status, issues, and risks.
Maintains project files and other documents in central location.
Enters capital and non-capital projects into the department’s integrates workplace management system (Facilities Connect).
Tracks Resources Planning Committee and Capital Facilities Workgroup approvals for Facilities and related chart string requests. Enters requisite information into Facilities Connect.
Tracks, distributes, and uploads contracts, requisitions, and purchase orders.
Maintains electronic project directories.
Provides project management support including collecting, tracking and distributing forms from monthly pay applications; submitting parking requests; providing visitor parking passes; submitting and picking up building permits; and editing AIA contract documents.
Provides support to various units within Facilities which may include internal HR operations.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Coordinates all logistics related to meetings, conferences, special events, and retreats which includes creating timelines; collecting and/or creating agenda and background materials; coordinating complex itineraries; scheduling rooms, speakers, technology, travel and refreshments/meals.
Screens and prioritizes incoming calls.
Responds to inquiries.
Serves as the initial point of contact for guests ensuring professional guest services (i.e. greeting guests, determining nature and purpose of the visit, directing or escorting visitors to specific destinations, displaying appropriate hospitality and tending to their personal needs, and ensuring appropriate presentation of facilities and meeting spaces)
Researches information to resolve problems or issues.
Manages copies and printers, coordinates repair and maintenance.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Receptive to feedback, willing to learn, embracing continuous improvement;
Helpful, respectful, approachable and team oriented. Ability to build strong working relationships and a positive work environment.
Seeks to build collaboration by encouraging trust, mutual respect and shared purpose.
Balances listening and talking, speaks and writes clearly and accurately, keeps others informed.
Integrates health and safety precautions into daily activities.
Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
Preferred Competencies: (Skills, knowledge, and abilities)
Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team;
Plans ahead, manages time well and arrives on time;
Recommends improvements and opportunities to increase efficiency and reduce costs;
Exceptional customer relationship skills and the ability to establish effective working relationships in a diverse environment;
Analytical skills including critical thinking, decision making, trouble shooting and problem solving;
Achieves a standard of excellence with work processes and outcomes, honoring University and Department policies and all regulatory requirements.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36234
About Northwestern University
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.