Department: NU Press Administration
Salary/Grade: NEX/9

Job Summary:

Under the general direction of the University Press director, provides standard & routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or preparing agendas and minutes for staff meetings, scheduling meetings and special events.

The position will provide support for press departments, including verifies income and/or expense for press conferences and events; enters, tracks, & maintains documentation & logs of financial transactions; ensures that charges have posted to appropriate accounts, assists with reconciliation of accounts, reviews budget statements, offers royalty support for the finance director.

The position will manage and coordinate the press director's calendar and coordinate travel arrangements and receipts.

Areas of responsibility include but are not limited to:

• Administrative support for department heads
• Processing financial transactions; purchasing; invoice payments and reimbursements
• Expense reimbursements support
• Purchase orders, invoices
• Transfer charges
• Wire transfers

The target budgeted minimum starting rate for this position is $16.55 per hour. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Specific Responsibilities:

Documents & Databases

• Prepares & types form letters, memos, emails, labels, routine correspondence, etc.
• Types, copies &/or distributes reports, proposals, presentations, etc.
• Proofs for spelling & grammar.
• Enters information into spreadsheets & databases.
• Runs standard reports.

Website

• Uploads content to faculty/dept website.

Accounting

• Maintains inventory & orders supplies.
• Resolves payment & delivery problems.
• Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
• Balances accounts.

Human Resources

• Prepares forms & verifies information.

Coordination

• Makes appointments.
• Completes registration & travel arrangements.
• Schedule rooms.
• Arranges for routine technology & refreshments for meetings.

Contacts

• Answers phones, routes callers, takes messages.
• Greets visitors, responds to inquiries, requests & provides routine information.
• Contacts repair personnel as requested for copy machine, lab equipment, etc.

Student Services

• Provides information on courses, general requirements & policies & procedures.
• Processes forms.
• Sets-up & maintains records.
• Reviews forms for completeness, etc.
• Coordinates class schedules and registration.
• Proctors exams.
• Coordinates copyright clearance.

Supervision

• Supervises work of temporary &/or work-study students.
• Performs other related duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 1 year of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Basic knowledge of word processing, spreadsheet, email, and database software programs is required.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the webpage.

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.

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