Administrative Assistant 2, Residential Operations and Services

Department: Residential Services Admin
Salary/Grade: NEX/10

Northwestern University's Residential Services helps build a community environment for students through housing-related services, intentional learning opportunities and residential settings that include residence halls, residential communities, and residential colleges. Learn more about the Residential Services department and the Operations and Services team here: https://www.northwestern.edu/living/index.html

About Student Affairs: By pursuing justice, equity, and belonging, Student Affairs cultivates student programs, services, and skills; disrupts barriers; and partners across Northwestern and neighboring communities to create an inclusive culture in which all students can thrive. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/objectives.html

Job Summary:

The Administrative Assistant 2 position serves Operations and Services in Residential Services and has a strong focus on customer service. In addition to being responsible for crafting and delegating responses to the department's email account, the role manages the department's phone line by providing direct supervision to student staff members and indirect supervision to professional staff colleagues, all of whom answer general phone calls. The Administrative Assistant 2 organizes information in a way that is easy for students, families, and colleagues to digest and provides training to staff members to ensure excellent customer service.

Pay: The pay range for this Administrative Assistant position is $22.00 - $24.64 per hour, depending on experience, skills, and internal equity.

Principal Accountabilities:

Contacts - 25%

• Serve as a conduit of information within Residential Services, gathering information about large scale processes and events to inform HOME Phone Line and email correspondence and maintaining documentation
• Manage the Housing@ email account, ideally using a ticketing system, including assigning emails to content experts across Residential Services

Supervision - 25%

• Hire, Train, Supervise and Evaluate student staff members who serve on the HOME Phone Line
• Provide training and direction to Undergraduate Desk Clerks who serve on the HOME Phone Line

Coordination - 10%

• Coordinates travel arrangements as necessary
• Coordinates calendar(s) within unit
• Manage foot traffic within the shared office suite, directing guests to various staff members

Student Services - 10%

• Contribute 5-7 hours of work per week to support residential dining changes (or liaise with Dining accordingly)

Documents and Databases - 10%

• Uses technology (TalkDesk, Mercury, Odyssey PCS, When to Work) to record and retrieve data
• Provide administrative support to housing processes for fraternity and sorority rosters and conference services

Website - 5%

• Contributes to content maintenance for relevant web pages within Operations and Services, Residential Services

Accounting - 5%

• Enters, tracks, and maintains documentation and logs of financial transactions
• Assists with reconciliation of cards/accounts

HR - 5%

• Supports unit with HR processes and paperwork

Other Duties as Assigned - 5%

Minimum Qualifications:

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

Minimum Competencies:

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

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 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 https://www.northwestern.edu/hr/learning/index.html 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 COVID-19 and Campus Updates 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. Click for information on EEO is the Law.

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