Career Center
Pearl Harbor, Hawaii
Posted: 08-Dec-22
Location: Evanston, Illinois
Salary: Open
Internal Number: 46562
Department: Facilities Mgmt EV
Salary/Grade: NEX/10
Location: This position at Northwestern is located on our Evanston campus. Please view job posting #46561 if you are interested for the Chicago campus.
The Facilities Operations team on the Evanston (Chicago for #46561) campus is looking for a collaborative, self-starter to join their administrative team. Facilities at Northwestern provides a wide range of services, from project and construction management assistance to operating and maintaining campus facilities and spaces. This is an ideal position for someone with an interest and appreciation for “how things work”, buildings and structures, architecture, interior design, and who is a self-starter with previous experience managing a project or account portfolio.
Job Summary:
The Facilities unit at Northwestern is responsible for maintaining, replacing, and repairing the campuses’ buildings, grounds, and utility systems. This includes managing a broad range of services that support the University’s maintenance systems involving:
- Heating and cooling around water systems and electricity
- Custodial services
- Sustainability
- Landscape maintenance and snow removal
- University vehicle maintenance
- Carpentry and painting
- Issuance of keys and keycard Wildcard access
The Administrative Assistant will work alongside a team of other Administrative Assistants to provide general administrative and office support to Facilities Management Operations and Maintenance trades groups. This person will support the administrative functions of a trades group shop(s). This role will manage a streamlined workflow process that involves working with vendors to secure proposals for maintenance projects, assembling statements of work/contracts, obtaining approval and signatures, securing purchase orders, and finalizing invoicing. The Administrative Assistant prioritizes, directs, and responds to inquiries from vendors and customers within and outside of the university.
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;
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 & Databases
- Prepares manuscripts, scientific, technical &/or statistical documents.
- Prepares & types form letters, memos, emails, labels, routine correspondence, etc
- Prepares statements of work, contracts, and purchase orders
- Proofs for spelling & grammar.
- Enters information into spreadsheets &/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 &/or receivables.
- Verifies income &/or expense.
- Resolves discrepancies & over/under budget problems.
- Enters, tracks, & maintains documentation & 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 & resolves discrepancies.
- Prepares budget reports & spreadsheets.
Coordination
- Coordinates dept calendar.
- Coordinates registration & travel.
- Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Contacts
- Provides information via phone, e-mail, mail, etc.
- 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;
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.
Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html 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 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.
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 COVID-19 and Campus Updates 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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