Administrative Assistant 3, Campus Life

Department: Campus Life
Salary/Grade: NEX/11

The Campus Life Office facilitates transformative experiences for students, helping them explore their potential, engage in community, and contribute toward a more just and equitable world. Student organizations, campus-wide programming, and fraternity and sorority life create vital social connections, support holistic student development, promote mental health and well-being, and enhance the overall campus experience, ensuring a vibrant and inclusive community for all. Learn more about Campus Life here: https://www.northwestern.edu/campuslife/

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:

Campus Life (CL) Administrative Assistants support the aforementioned aims through their work across the unit and departmentally. Each CL Admin shares responsibility for contract processing, supply management, website support, email and phone triage. The SOURCE, CL's physical spaces, are also managed by admins. CL staff operations support includes hiring and financial processes. This CL Admin will have a primary departmental focus on support for the Office of Fraternity & Sorority Life and serve as backup in extenuating circumstances for the CL Admin supporting Student Organizations & Activities.

Fraternity & Sorority Life departmental support include, but are not limited to:

• Website Administration Backup
• Office Inbox Email Triage
• Quarterly Grade Reporting Processes
• Roster Administration
• Auditing/Compliance Support
• Department Staff Operations Support
• Departmental Events/Programming Support

CL Administrative Assistants are integral members of the team and enhance our ability to successfully achieve our shared aims.

Pay: The pay range for this Administrative Assistant 3 position is $22.00-24.45 per hour, depending on experience, skills, and internal equity.

CAMPUS LIFE RESPONSIBILITIES

The items listed below are shared between both Admins. It is expected that each Admin has the capacity to facilitate the below items:

DocuSign Contract Processing

• Each admin will have the necessary knowledge and access to the system utilized for processing contracts for student events/programs.

Ordering Supplies & Organizing CL Supply Closet

• Knowledge of university purchasing systems
• Regular replenishing of supplies for CL
• Regular maintenance/organization of the CL supply closet

The SOURCE

• Front Desk triage during business hours providing a welcome/professional presence to answer students/stakeholders' questions and make referrals as necessary
• Ensuring the space configuration is maintained at the start of each day
• 1-2350 triage during business hours providing answers to questions from students/stakeholders' and discerning when referrals to staff is necessary/appropriate
• Reviewing and answering/forwarding voicemails received at 1-2350
• Regular replenishment of SOURCE supplies including printer/copier
• Maintenance of the CL Conference Room calendar

Student Workers and Graduate Assistants

• Support the hiring process of student workers and graduate assistants

CL Staff Operations Support

• Facilitate the request, dispersal, and retrieval of office keys
• Support work orders

CL Website Admins

• Support the regular maintenance of CL website

CL Email Inbox

• Review emails to discern their ability to respond to the emails received or forward to CL staff for their review/response.

CL Mail & Package Triage

• Receive mail/packages sent to CL
• Ensure staff/student organizations receive items received by CL

CL Monthly Meetings Coordination & Support

• Scheduling meetings, reserving space, and ordering catering for CL monthly meetings

STUDENT ORGANIZATIONS & ACTIVITIES RESPONSIBILITIES

The items listed below are primarily the responsibility of SOA's Admin. It is expected that each Admin has the capacity to facilitate the below items:

SOA Website (Backup)

• Support the regular maintenance of SOA website

SOA Email Inbox

• Review emails to discern their ability to respond to the emails received or forward to SOA staff for their review/response.

Student Org Copy/Print Program

• Generate and process invoices for student organization copy/print program.

SOA Banner Printing Support

• Facilitate the receipt and execution of banner printing requests

Student Activities Assistance Fund Support

• Respond to requests for student activities assistance fund requests using administrative software in a timely manner and in communication with other reviewers

Department Staff Operations Support

• Attend staff meetings; take meeting minutes
• Organize departmental files as necessary
• Generating COGNOS financial reports
• NUFinancials & Budget Support (Support staff purchasing card reconciliations; Processing invoices for payment; Facilitate add/special pay requests; Facilitate journal transfers/corrections intra-institutionally (e.g., barrier free grants, transferring funds between departments, etc.)

Department Events/Programming Support

• Support the operation of major events hosted within the SOA areas of responsibility, including by not limited to: Wildcat Welcome, Student Organization Fairs, Dance Marathon, and Dillo Day.

Student Organization Financial Operations Support

• Support SOA Gift Accounts in service of Student Theater Coalition, Dolphin Show, Treblemakers, NU Nights, and Dance Marathon

FRATERNITY & SORORITY LIFE RESPONSIBILITIES

The items listed below are primarily the responsibility of FSL's Admin. It is expected that each Admin has the capacity to facilitate the below items:

FSL Website (Backup)

• Support the regular maintenance of SOA website

FSL Email Inbox

• Review emails to discern their ability to respond to the emails received or forward to FSL staff for their review/response.

Grade Reporting

• Maintain the Member Registration form and submissions
• Facilitate the coding/removal of members into CAESAR
• Produce the following reports: Quarterly Chapter Grade Reports; Quarterly Council Grade Reports; Community-wide Report
• Audit Member Registrations

FSL Roster Administration

• Manage chapters' accurate accounting of members
• Audit rosters for complete information including: Member Information; Chapter Advisors; Service and Philanthropy Hours

Standards of Excellence Audit

• Audit chapter acknowledgements of Standards of Excellence
• Maintain reporting on chapter compliance with Standards of Excellence

Compliance Tracking

• Support the maintenance of FSL compliance tracker through backend and website updates

Department Staff Operations Support

• Attend staff meetings; take meeting minutes
• Organize departmental files as necessary
• Generating COGNOS financial reports
• NUFinancials & Budget Support (Support staff purchasing card reconciliations; Processing invoices for payment; Facilitate add/special pay requests; Facilitate journal transfers/corrections intra-institutionally (e.g. transferring funds between departments, etc.)

Department Events/Programming Support

• Support the operation of major events hosted within the FSL areas of responsibility, including by not limited to Fraternity & Sorority Leadership Retreat, Alumni Programming, etc.

Minimum Qualifications:

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

Minimum Competencies:

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

Preferred Qualifications:

• Experience within an institution of higher education
• Experience supporting multiple departments/units

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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