Department: MED-Medical Social Sciences Salary/Grade: NEX/9
Established in March, 2009 under Dr. David Cella, the Department of Medical Social Sciences (MSS) is a global leader in advancing and applying outcomes/effectiveness research to improve patient care and influence policy. Medical Social Sciences bridges clinical activity and health outcomes research across multiple Departments, Centers and Institutes at Northwestern University, such as the Robert H. Lurie Comprehensive Cancer Center, the Institute for Healthcare Studies, Institute for Policy Research, and Departments of Medicine, Psychiatry, Neurology, Urology, Surgery, Preventive Medicine and Pediatrics. Our strong academic ties with these groups make possible comprehensive and state-of-the-art health outcomes development and assessment activity, including collaborations in disease management, prevention and control that utilize innovative health information technology applications. We intend to meet a growing need for expanded interdisciplinary scientific collaboration, to promote discovery of multidimensional mechanisms of health and disease, to improve adult and pediatric health status assessment, to develop and apply novel technologies for outcome assessment, and to collaborate with partners in genetic, epidemiologic, biologic and behavioral translational research paradigms.
Under the direction of the Department Administrator, the MSS administrative team is the operations nerve center. These administrative personnel steward all administrative processes and business matters necessary to faculty and research staff in their research pursuits. Department administrative activity under the purview of the administrative team includes managing all business operations, including budgeting, finance, research administration, facilities support, payroll, human resources, faculty affairs, and personnel engagement & oversight.
The Administrative Assistant is a central role within the administrative team and is asked to accomplish a wide array of critical business tasks. The Administrative Assistant 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 scheduling meetings. In addition, the Administrative Assistant facilitates onboarding operations for the department and functions as lead representative to new and existing constituencies. This role may include answering queries, managing events and calendars in Outlook, supporting human resources requests, composing email communications, and advocating on behalf of faculty and staff.
Candidates for the Administrative Assistant will be pro-active, driven, and enthusiastic. We value individuals who take quickly to training and are motivated to learn outside of direct instruction. Customer service is the priority of MSS Administration and the Administrative Assistant is the ambassador for that culture of service.
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.
Uploads content to faculty/dept website.
Maintains inventory & orders supplies.
Resolves payment & delivery problems.
Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
Prepares forms & verifies information.
Completes registration & travel arrangements.
Arranges for routine technology & refreshments for meetings.
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.
Performs other duties as assigned.
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.
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: 36811
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.