The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or department calendar.
Please note: Working environment/work space is open and shared with 2 other staff members.
Documents and Databases
Enters information into SES
Collect, compile and maintain course descriptions for websites and department files in FileMaker Pro;
Collect and compile undergraduate student data to create routine reports, statistics, charts, etc. from readily available information, using SES, SES-Bi & Crystal Reports;
Compile information and create spreadsheets on faculty teaching loads.
Coordinate content maintenance of Sociology website. i.e. undergrad news, corrections, etc;
Manage and maintain LinkedIn site.
Enter office supplies orders and track on NUPortal iBuy;
Process Expense Report on NUPortal for department member’s reimbursements;
Process Requisition/PO for items purchased from vendors for events.
Maintain copier copy accounts, process copying jobs for department professors;
Order & keep records of building room keys.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine technology & refreshments.
Create/mail undergrad newsletter and email weekly talk/colloquium announcements;
Coordinate, promote & execute undergraduate workshops and receptions;
Coordinate & execute undergraduate awards;
Assist with maintain/scheduling department rooms: 1812 Chicago, Chair’s Office, Parkes 222 & Kresge 3-435;
Track software licenses;
Assist students with major and minor by defining requirements;
Assist undergrads with registration, declaring major, minor & concentration;
Assist undergraduate committee with departmental honors procedures;
Coordinate & execute undergraduate awards;
Coordinates work of temporary employee and work-study students.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Maintain department directory and emergency contact information
Process out-going mail; print mailing labels & distribute incoming mail;
Report building repairs to Facilities Management;
Assist with maintaining office equipment, i.e., copiers and fax machine;
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 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.
Excellent communication skills, both oral and written.
Excellent organization and time management skills.
Strong interpersonal skills and customer service orientation
Interest in continuous improvement
Minimum 2 years of college or its equivalent along with 2 years of administrative support experience.
Previous higher education experience
Preferred Competencies: (Skills, knowledge, and abilities)
Proficiency with databases including FileMakerPro and PeopleSoft
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: 34225
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.