Department: Facilities Mgmt CH
Salary/Grade: NEX/10
Job Summary:

Provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or dept calendar.

This role directly supports the administrative efforts of the Evanston and Chicago Facilities Operations department maintenance trades.

The role will support the department’s mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability. The incumbent will strive to provide excellent service when performing job responsibilities and will practice safe work procedures and follow safety rules at all times.

Specific Responsibilities:

Documents and Databases

• Prepares manuscripts, scientific, technical and/or statistical documents.
  • Prepares and types form letters, memos, emails, labels, routine correspondence, etc
  • Prepares statements of work, contracts, and purchase orders
• Proofs for spelling and grammar. 
• Enters information into spreadsheets and/or databases.
  • Examples include tracking employee overtime, maintenance information and records in a database.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
  • Examples include unit KPI’s and operating metrics, etc

Accounting

• Processes accounts payables and/or receivables.
• Verifies income and/or expense.
• Resolves discrepancies and over/under budget problems.
• Enters, tracks, and maintains documentation and logs of financial transactions.
• Purchase orders, invoices, encumbrances, associated work tasks, and other supporting documentation
• Creating and completing/closing of work tasks, entering technician time, and similar activity sets within the work order management system
• Ensures that charges have posted to appropriate accounts. 
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates and resolves discrepancies.
• Prepares budget reports and spreadsheets. 

Coordination

• Coordinates dept calendar.
• Coordinates registration and travel. 
• Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments. 

Contacts

• Provides information via phone, e-mail, mail, etc. 

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent combination of education and experience;
• 2 years of administrative support or other relevant experience

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs;
• Excellent written and oral communication skills;
• Highly organized;
• Analytical skills with an attention to detail;
• Receptive to feedback, willing to lean, embracing continuous improvement;
• Helpful, respectful, approachable, collaborative, team oriented;
• Ability to build strong working relationships and a positive work environment;
• Comfortable working in an environment with quickly changing priorities.

Preferred Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree;
• Experience working with maintenance or construction trades;
• Experience working in higher education;
• Proficiency with mobile devices including iOS;
• Proficiency with Tableau, Python, or similar software packages;

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 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.