Temporary Administrative Assistant 2

Department: Temp Center
Salary/Grade: TMP/01

Position: Temporary Administrative Assistant 2
Hours: This is a full-time position (30 hours per week/ M-F 7am-3pm. Evenings/Weekends as needed)
Pay: $21.00 per hour
Campus: Evanston Campus
Approximate start date: 2/1/2025
Approximate end date: 7/1/2025

Northwestern University is seeking a temporary Administrative Assistant 2 for the Evanston campus.

Temporary Job Description:

This position provides reception services in support for the Kellogg Global Hub in addition to administrative support as needed. The position is located at the Kellogg Global Hub Welcome Desk and serves as the first "face" of Kellogg for its many occupants and guests. This position is vital in representing the school in a welcoming, friendly, and professional manner. In support of Operations, this position will work with multiple stakeholders including faculty, students, staff, guests and other University units that will be holding academic or nonacademic programming in the building. Daily they will ensure that the facility and spaces are configured as required. They will confirm that contract staff has been informed of requirements and staffed accordingly. As well as to coordinate with the building facilities team as required to support various work order jobs are completed. Assist as needed providing additional support to Facilities team following established policies and procedures.

Please Note: Some long hours when an event is running. Shared workspace may be assigned

Specific Responsibilities:

Documents & Databases

• Enters information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Coordination

• Coordinate's registration
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Provide assistance to the Manager of Scheduling and Planning, Scheduling as needed to maintain scheduling data and provide accurate usage analysis and forecasting to Kellogg leaders
• Schedule and coordinate space for meetings, presentations, and other events within the Hub
• Maintain building occupancy database on an ongoing basis, tracking all occupancy movement and documenting all changes
• Identify space-related conflicts and resolve and/or escalate issues as needed

Contacts

• Provides information via phone, e-mail, mail, etc.
• Greet visitors, students, staff and faculty of the Kellogg School of Management at the Global Hub, creating and maintaining positive and professional client relationships.
• Provide information to visitors, such as directions, locations of events, and office numbers.
• Manage communications and respond to inquiries in-person, by e-mail and by phone, and direct appropriately.
• Provide direction to custodial team in cases of special request and emergencies, and coordinate work orders for repairs.
• Help departments with special requests.
• Represents supervisor as appropriate in routine/standard situations with various levels of personnel both internally & externally.
• Identify and escalate any emergencies, such as medical situations or unwanted visitors.
• Administrative and Operational Services
• Support Facilities staff with general operational tasks.
• Maintain the front desk area, keeping it clean and organized.
• Monitor and re-stock office supplies.
• Assist in planning, coordinating, and directing staff and resources for set-up and break-down for classes, conferences, events, and activities.
• Manage building access issues, including new requests.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• 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.
• Knowledge of Microsoft Suite programs.
• Excellent customer service skills.
• Ability to work independently and prioritize amongst multiple requests.
• Strong problem-solving and analytic skills.
• Strong communications skills, both verbal and written.

Preferred Qualifications:

• Experience with scheduling programs and facilities work.

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.