Northwestern University · 9 hours ago
Administrative Assistant 1
Chicago, IL
Full-time
Hybrid
Entry Level
$17.05/hr - $21.31/hr
1+ years expNorthwestern University Feinberg School of Medicine is dedicated to leveraging social sciences to transform health and healthcare equitably. They are seeking an Administrative Assistant to provide administrative and operations support to the Medical Social Sciences department, requiring excellent organizational and communication skills.
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Responsibilities
Documents & Databases Maintain and update departmental distribution lists and listservs to ensure accurate internal and external communication flows
Maintains trackers for equipment, tech cage, and supplies
Upkeep information into spreadsheets and databases
Prepares onboarding and offboarding documentation and correspondence
Maintains inventory and order supplies
Newsletter Uploads content to weekly newsletter
Maintains distribution lists for the department
Supports Communication Specialist in weekly newsletters
Accounting Execute and monitor departmental purchases using the iBuy system, ensuring all orders are placed and tracked accurately
Inventory management of supplies and technology
Manage and apply the correct chartstrings to all financial transactions, ensuring expenses are invoiced to the appropriate funding sources and budgets
Human Resources Coordinate the onboarding process for new hires, including workspace preparation, system access, and introductory materials
Manage the offboarding checklist, ensuring the return of keys/IDs, computer equipment, and cancellation of listserv memberships
Coordination Make appointments
Completes registration & travel arrangements
Schedule rooms
Arranges for routine technology & refreshments for meetings
Contacts Answers phones, routes callers, takes messages
Greets visitors, responds to inquiries, requests & provides routine information
Contacts repair personnel as requested for copy machine, lab equipment, etc
Student Services Provides information on courses, general requirements & policies & procedures
Processes forms
Sets-up & maintains records
Reviews forms for completeness, etc
Coordinates class schedules and registration
Proctors exams
Coordinates copyright clearance
Supervision Supervises work of temporary &/or work-study students
Miscellaneous Performs other duties as assigned
Qualification
Required
A high school diploma or equivalent required
1 year of administrative support or other relevant experience required
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required
Excellent proficiency in Microsoft 365
Excellent organizational and time management skills with strong attention to detail
Strong oral and written communication skills
Capable of managing multiple priorities with competing deadlines in a dynamic environment
Ability to take initiative, think analytically, and carry out complex problem solving and planning
Excellent interpersonal skills and a commitment to delivering best in class customer service
Strong and eager cross-functional team player with demonstrated ability to build and maintain positive working relationships with people at all levels of the organization
Ability to work independently and is a strong self-motivator who takes initiative and ownership
Committed to developing oneself professionally by growing one's skills and knowledge in response to new technologies and work demands
Preferred
Relevant experience in secretarial duties (i.e., scheduling, inquiries, onboarding/offboarding coordination)
Intermediate knowledge of presentation, marketing, and communications platform programs
Knowledge or experience related to finances and expense tracking
Experience with NU Financials and other NU systems
Positive Attitude
Adaptability
Team player
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Support for employee career development
Variety of tools and resources for developing professional potential or continuing formal education
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
Recent News
2026-01-25
Digital Journal
2026-01-23
Company data provided by crunchbase