| Department: MCC Computer Science
Salary/Grade: NEX/11 Job Summary: Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations for McCormick School of Engineering Electrical Engineering and Computer Sciences department. Creates and maintains associated documents, spreadsheets, databases, meetings, and alerts supervisor of critical issues. Responsibilities include: correspondence, collection of payroll information, travel arrangements and reimbursements, supplies and equipment ordering, department mail, account reconciliations on a monthly basis, photocopying and filing. This position also supports the student registration and class scheduling process and serves as a back-up to the graduate student affairs office. Specific Responsibilities: Documents & Databases - Independently responds to and composes correspondence.
- Creates and maintains standard spreadsheets and/or databases.
- Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
- Determines format, elements, trends, etc.
Accounting - Approves appropriate expenses, purchases and reimbursements per budget.
- Creates and maintains financial records.
- Prepares forms.
- Verifies appropriateness and accuracy of charges.
- Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
- Updates financial transaction spreadsheets and databases.
- Generates summary reports and statistics.
- Maintains accounting balances for grants/contracts.
- Processes accounts payables &/or receivables; verifies income &/or expense; resolves discrepancies & over/under budget problems, etc. May enter, track, & maintain documentation & logs of financial transactions
- Ensuring that charges have posted to appropriate accounts.
- Serves as the department back-up for the Financial Assistant for department purchases, creating purchase orders and creating vendor codes.
- Maintains a record of budget reconciliations on a monthly basis for sponsored and non-sponsored accounts, reviewing budget statements, investigating and resolving discrepancies & preparation of budget reports & spreadsheets. Assists with the opening and closing of sponsored accounts.
- Manages supervisor's and/or dept calendar.
- Manages registration and travel.
- Verifies invoices and expense reports; and/or reconciles to budget.
- Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Contacts - Screens and prioritizes incoming calls.
- Responds to inquiries.
- Provides basic interpretation of policies and procedures.
- Researches information to resolve problems or issues.
Student Services - Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
- Recommends alternatives for course requirements.
- Reviews administrative processes and procedures regarding student services and recommends changes.
- Leads the coordination of the student registration and class scheduling process by delegating and/or sharing the process with existing staff members. Also serves as a back up for the Graduate Students Affairs office, supporting the application process and general student inquiries
- Coordinates work of receptionists, temporary/work-study students, interns, etc.
Miscellaneous - Performs other duties as assigned.
Minimum Qualifications: - A high school diploma or equivalent required.
- 4 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.
Preferred Qualifications: - Knowledge of current office practices, procedures and record keeping, and an ability to type with speed and accuracy;
- Advanced Knowledge of appropriate grammatical usages in composition and punctuation;
- Knowledge of NU’s NUFinancials, PeopleSoft, CLSS, Ceasar, Collegemet, Vista and View Direct Systems, Cognos and Outlook.
- Able to manage several projects in a busy fast paced environment.
- Demonstrated ability to accurately prepare budget requests, reports, memos, summaries, etc.
- Demonstrated ability to work under stress, along with ability to work on multiple projects simultaneously.
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.
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