Administrative Coordinator for Plant Biology and Conservation

2 weeks ago

Evanston, Illinois, United States Northwestern University Full time
Department: WCAS Plant Bio & Conservation
Salary/Grade: NEX/12

Position Overview:

The Plant Biology and Conservation Program is in search of an Administrative Coordinator. This role is essential as the primary administrator for PBC, responsible for executing a variety of administrative functions to assist faculty and students. The successful candidate will demonstrate the ability to work autonomously in a diverse role.

This is a full-time position requiring 40 hours per week, with a hybrid work model of three days on-site and two days remote, with flexibility for additional on-site days if desired.

Key Responsibilities:

Documentation & Databases
  • Prepare and compile correspondence, reports, and other documents based on analysis, research, and knowledge of relevant subjects.
  • Create and maintain complex spreadsheets, databases, and reports aligned with supervisory objectives.
Website Management
  • Oversee the creation, design, and maintenance of website and blog content, ensuring user-friendliness for the target audience.
  • Organize information to enhance site usability.
  • Gather information regarding programs and events.
  • Write, edit, and post articles, newsletters, and program summaries on the website.
Financial Administration
  • Manage budgets for awards and departments, including purchase approvals and reimbursements.
  • Process accounting transfers, funding changes, deposits, and payroll.
  • Complete journal entries and monitor budget statements.
  • Verify accuracy of charges and reconcile accounts.
  • Assist in fiscal year-end account balancing and annual budget preparation.
  • Handle expense report processing.
Human Resources Coordination
  • Facilitate all HR actions from hiring to termination.
  • Support academic and staff recruitment processes.
  • Recommend and implement changes to HR policies and procedures.
Event Coordination
  • Manage the supervisor's and department's calendar.
  • Coordinate complex scheduling involving multiple parties and travel arrangements.
  • Set up and cancel meetings based on knowledge of subject matter and attendees.
  • Organize large-scale events, ensuring all logistics are addressed.
Contact Management
  • Represent the department in interactions with various personnel, managing confidential information.
  • Address unexpected and complex issues as they arise.
Student Services
  • Oversee student recruitment and admissions processes.
  • Review and prioritize applications.
  • Guide students to appropriate resources and counsel them on course requirements.
  • Participate in program evaluation and curriculum planning.
Supervision
  • Coordinate the work of receptionists, program assistants, temporary staff, and interns.
Additional Duties:

Perform other responsibilities as assigned.

Minimum Qualifications:
  • High school diploma or equivalent required.
  • Five years of administrative support or relevant experience required.
Preferred Qualifications:
  • Advanced proficiency in word processing, spreadsheet, email, and database software.
Preferred Competencies:
  • Strong interpersonal skills.
  • Ability to work independently and take initiative.
  • Excellent oral and written communication skills.
  • Attention to detail and exceptional organizational skills.
  • Enthusiasm for acquiring new skills.
Compensation:
The target hiring range for this position is between $20.85 to $29.33 per hour, with the offered salary determined by the applicant's qualifications and experience.

Benefits:
Northwestern offers competitive health care plans, retirement benefits, tuition discounts, and more.

Work-Life Balance:
Comprehensive programs and services are available to assist employees and their families in navigating life's challenges and maintaining healthy lifestyles. Flexible work arrangements are supported where possible.

Professional Development:
Northwestern encourages employee career development, offering various tools and resources for professional growth and education.

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.

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