Administrative Assistant 3, CARE and HPaW

Job Summary :

This Administrative Assistant provides office management and general administrative support for Health Promotion and Wellness (HPaW) and the Center for Awareness, Response and Education (CARE), both units within the Dean of Students Office.

The position interacts with department staff, students, and other stakeholders around sensitive issues such as student substance use, student well-being, sexual health, interpersonal violence, trauma and other student health and safety concerns.

This position reports to the Director of CARE / HPaW.

Workplace Flexibility : This position is required to work on-site 4 days per week. The role is eligible to work remotely up to 1 day per week.

Pay : The pay range for the Administrative Assistant position is $22.00 to $25.00 per hour, depending on experience, skills, and internal equity.

Principal Accountabilities :

Office Management / Administrative Support (45%)

• Coordinates administrative processes and prioritizes, directs and responds to administrative functions for Health Promotion and Wellness (HPaW) and Center for Awareness, Response and Education (CARE) staff requiring knowledge of office procedures specific to department operations and overall organization of the University.
• Provides administrative support the Director of CARE / HPaW, and other staff. Schedules appointments and meetings for CARe / HPaW staff as needed.

Provides administrative support for coalitions, task forces, and committees led by the Director or other staff, as requested.

Makes meeting and travel arrangements, and engages in various committee activities and special events, as requested.

• Acts as initial point of contact for the department at the main reception desk, by phone, and by email to students, staff, faculty, parents, visitors and others regarding department programs, services and policies;
• routes inquiries and requests as appropriate. Greets visitors, alerts staff when students and others arrive for appointments;

answers HPaW and CARE phones and directs calls / messages to the appropriate person; monitors HPaW and CARE departmental email accounts, responds or routes messages appropriately.

• Tirages initial service or support requests from phone or email communications as needed.
• Works with HPaW and CARE staff to manage scheduling of student appointments using multiple scheduling systems. Manages student walk-in appointments with sensitivity.
• Serves as initial point of contact for University partners and students with scheduling questions / issues for HPaW and CARE.

Routes questions / concerns to appropriate HPaW / CARE staff if needed.

• Works department staff and software vendors to troubleshoot and resolve problems.
• Contributes to the preparation of correspondence, reports, etc., based on analysis, research and / or knowledge of subject matter, professional field and / or topic.

Takes notes and produces meeting minutes for internal department committees and meetings and meetings of coalitions, task forces, or committees led by either department Director.

Creates, and maintains spreadsheets and / or reports, queries, charts, etc. based on either Director’s information objectives.

Collect information as it relates to benchmarking efforts. May aid in preparation of presentation and training materials using Microsoft Office.

Maintains various office and department files.

• Maintains an accurate record of HPaW and CARE policies and procedures. May propose revision to existing policies and procedures and aid with implementation of new office policies and procedures.
• May oversee the daily tasks of 1-2 undergraduate work-study students.
• Aids in maintaining content of up to three departmental websites through content management server and works with SAIT to perform content and design overhauls.
• Ensures common and storage areas are clean and organized, and anticipates the needs of the department.
• Participates in departmental and divisional committees as interested or needed.
• Performs related duties as required or assigned.

Purchasing and Financial Duties (30%)

• Prepares purchase requisitions, online vouchers, travel and expense reports, reimbursements, petty cash and other financial transactions for goods and services through NU Financials for department operations and grant funded programs.
• Coordinates resolution of invoice processing problems with Accounts Payable as needed.
• Assists with processes to reconcile accounts, resolve discrepancies and / or outstanding financial transactions to ensure processing consistency with established NU policy and procedure and budget decisions are made in accordance with available funds.
• Assists with the valuation and selection of vendors who provide goods and services to the department by researching and obtaining pricing of products meeting department needs.
• Collaborates with staff to understand and be responsive to the purchasing needs of goods and services.
• Adheres to compliance with departmental and University-wide policies and procedures concerning the purchasing of goods and services for the department.
• Maintains comprehensive records of purchases of goods and services; ensures all outstanding encumbrances generated by NU Financials are cleared from the system prior to the end of the fiscal year as related to overall efforts to manage budget control.
• Develops custom ad hoc queries to produce reports on financial performance as requested
• Processes temporary payroll and special pay transactions consistent with established cut off dates for payroll processing as needed.

Service Coordination (25%)

Serves as primary contact for room reservation requests and scheduling for five Searle Hall conference rooms. Maintains electronic reservation calendar through Exchange Server.

Interacts with Health Service, CAPS, and Student Affairs staff and clients via phone, email or in person to discuss space capabilities, availability and restrictions.

Assist staff / clients with basic technology, room set-ups and other issues in conference rooms.

Coordinates or initiates requests for services from external vendors and various internal University departments, including but not limited to catering orders;

collaborates with vendors to ensure prompt and effective resolution of service requests.

• Assists with program logistics for the department as needed, including outreach and event support.
• Interacts with NUIT and SAIT as needed for conference room technology and staff IT support.

Minimum Qualifications :

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies :

• Strong customer service skills, dependable, independent and highly organized.
• Excellent PC skills, including Microsoft Office; proficiency with Microsoft Excel.
• Ability to learn and work in several web-based scheduling and documentation systems.
• Ability to establish and maintain effective working relationships with students, other employees, and internal and external clients.
• Ability to maintain a high degree of confidentiality and engage with others in a respectful, non-judgmental manner.
• Attention to detail, meets deadlines, strong oral and writing skills.
• Ability to work independently with minimal supervision.
• Knowledge of college health services, health promotion, and / or college sexual violence prevention and advocacy.

Preferred Qualifications :

• A bachelor's degree and three to five years of experience working in an administrative position or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Completion of or willingness to complete 40-hour Illinois Sexual Assault Medical Advocate training and / or 40-hour Domestic Violence Advocate training.
• Experience with NU Financials.
• Familiarity with Mental Health First Aid.
• Experience scheduling rooms, meetings, appointments and working with a variety of internal and external clients.
• Experience in updating / maintaining websites.

Benefits : At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at tolearn 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 to learn more.

Professional Growth and 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 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 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.