The Administrative Assistant 2 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; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or department calendar.
The mission statement of Multicultural Student Affairs (MSA): MSA enriches the cultural experience of Northwestern through leadership and education programming; providing opportunities for community engagement and identity expression; and assisting students in navigating the University.
The Administrative Assistant 2 position manages, develops, and assesses the effectiveness of services provided within Multicultural Student Affairs’ (MSA) three facilities: the Black House, the Multicultural Center, and the Gender & Sexuality Resource Center. In addition, the Administrative Assistant 2 will be responsible for communications between MSA and its stakeholders, including a weekly listserv message, website content management, and social media posting and engagement reporting..
Create, distribute, and assess all communications between MSA and its stakeholders, including a weekly listserv newsletter, website content management, and social media communications and engagement reporting. Manage office’s website, social media, and listserv as office liaison to the Student Affairs Marketing User Group (MUG), and Wildcat Connection. Partner with Student Affairs Marketing (SAM) to create strategic marketing campaigns for MSA programs and initiatives.
Assist the other Administrative Assistant of MSA, as needed, in managing departmental budgets and finances; this may include assisting with reconciliation of accounts, and coordinating events and routine materials.
Coordinate Human Resource paperwork and time-approval in KRONOS, Northwestern’s time-keeping software.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Manage, develop, and assess services provided within MSA’s three facilities, including but not limited to room reservations and event management including room set-up and breakdown; student group offices and storage space; Gender and Sexuality Resource Center Library; student organization offices; tours for prospective students and other community stakeholders; digital advertising; printing services, coordinating support from Student Affairs Information Technology and Facilities Management.
Coordinate and manage maintenance, cleaning, and renovations as necessary.
Provides information via phone, e-mail, mail, etc.
May represent the Director and Assistant Directors in routine/standard situations with various levels of personnel both internally and externally.
Coordinates work of receptionists, program assts, temporary/work-study students, etc.
Train, supervise, and evaluate up to 30 work-study employees, in collaboration with the Director of MSA.
Manage and reconcile work-study employee budget with work schedules, consider students’ work-study awards to ensure students do not exceed their annual award.
Delegate and supervise student staff in the management of MSA’s facilities and communications as appropriate.
Develop, lead, and assess student staff development program, in partnership with other Campus Inclusion & Community staff members.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
A bachelor’s degree, preferably in communications, marketing, or a related field.
Experience working with diverse student populations
Experience in facilities management and operations.
Strong interest in College Student Development, Higher Education Administration, or related field.
Proficient in Microsoft Office 2013, Box.com collaborative tools, and Cascade Server web content management system.
Strong familiarity with multiple social media platforms, especially Facebook, Twitter, Snapchat, and Instagram. Strong interest in strategic means of communicating with college students using these platforms.
Experience with CollegiateLink or a similar platform.
Basic understanding of HTML.
Experience supervising or mentoring college students.
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent written and verbal communication skills, as well as general interpersonal skills.
Familiarity with web editing software programs.
Must work well as part of a team and independently.
Strong customer service skills.
Understanding of concepts related to diversity and social justice.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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: 32967
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.