Posted: 27-Jan-23
Location: Evanston, Illinois
Salary: Open
Internal Number: 46943
Department: Buffett Inst Global Affairs
Salary/Grade: NEX/10
Job Summary:
Northwestern Buffett Institute for Global Studies is Northwestern University’s main forum for interdisciplinary research, learning and engagement on international affairs. As such, Northwestern Buffett is home to an array of faculty-led research initiatives, student programming, public events and campus funding opportunities.
The Program Assistant is the primary contact for the various constituencies of the Buffett Institute . The Program Assistant welcomes visitors and must stay informed about all Institute activities (for example, numerous faculty-led working groups, a webinar series, programs for graduate students and events.
Additionally, the Program Assistant provides a variety of clerical and administrative support to the Chief of Staff and for the broader office on a project basis, which may include: assisting with event logistics, collecting paperwork from and onboarding visitors, overseeing facilities requests, preparing agendas and making travel arrangements and drafting reports.
The Program Assistant reports to the Chief of Staff.
Specific Responsibilities:
Administration
- Provides a variety of clerical and administrative support for the office and its visitors.
- Opens the building at 8:45 a.m. and closes the building at 5:00 p.m., checking that all lights are turned off and windows/doors are locked. Maintains common spaces (kitchen, beverage closet, supply closets, basement and conference room), and assists with key distribution for Institute spaces, including handling paperwork and scanning related to key management.
- Sends and distributes mail for the office.
- Identifies supply needs and orders supplies when needed.
- Assists with visitor paperwork and onboarding.
- Serves as a back-up to the Northwestern Buffett Operations Manager to address facilities and IT issues by submitting service requests when needed.
Documents & Databases
- Prepares meeting agendas and briefs and takes meeting minutes.
- Prepares documents and reports, including meeting presentation materials.
- Proofs for spelling & grammar.
- Provides administrative support on special projects, as requested.
- Collects general information on Institute activities and maintains appropriate spreadsheets and databases.
- Compiles routine reports from readily available information.
Communication
- Coordinates distribution of event posters and other Institute materials.
Coordination
- Coordinates Institute calendars.
- Coordinates travel arrangements for Institute leadership.
- Arranges & cancels meetings based on knowledge of subject & attendees.
- Assists with events, which may include: scheduling rooms; coordinating with guest speakers; and arranging for routine materials, technology, & refreshments.
- Serves as back-up to the Executive Assistant to the Executive Director, providing scheduling and other support.
Contacts
- Provides information via phone, e-mail, mail, etc.
- Represents Institute in routine situations with various levels of personnel both internally & externally.
- Manages reception, including coordinating additional staff support to manage reception: greets and assists visitors; answers the office phone and general email; and ensures that inquiries are handled professionally and thoroughly (including follow-ups).
Student Services and Human Resources
- Interprets existing policies & procedures (especially related to space usage).
- Directs students to appropriate programs and opportunities.
- Is aware of HR policies & procedures to provide information for visitors, as needed.
- Performs other duties as assigned.
Minimum Qualifications:
- A high school diploma or equivalent required.
- 2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
- Strong customer focus and people skills.
- Excellent written and verbal communication skills.
- Attention to detail and ability to work with confidential information.
- Ability to manage multiple priorities.
- Intermediate knowledge of word processing, email, and database software programs.
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.
- Prior experience working in higher education or other nonprofit organization.
Preferred Competencies: (Skills, knowledge, and abilities)
- Ability to troubleshoot basic technology problems.
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 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.
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