Job Description

Job Summary:

We are seeking a full-time Administrative Assistant 2 for Northwestern University’s School of Communication Radio/TV/Film department’s Cyrus Tang Foundation. This role will facilitate communication between Northwestern University (NU) and Tongji University (TU), CARE program faculty and students, including supporting online events/interactions and coordinating virtual collaboration. The position will be responsible for coordinating international summer travel for students and faculty engaged in CARE, including aiding in visa process, booking flights, and securing lodging for students and faculty. They will process financial transactions, including purchasing, payment and reimbursement for the program.

The position will create and maintain a database of pedagogical materials shared between both NU and TU. The position will research comparable programs and exemplary initiatives focused on art practices that engage climate crisis, and support development of distribution and exhibition opportunities for projects produced within the CARE program.

In addition, the position will support the Project Leader/Director’s calendar and communications/mailings pertaining to the CARE program.

Specific Responsibilities:

Documents & Databases

Prepares manuscripts, scientific, technical &/or statistical documents.
Proofs for spelling & grammar.
Enters information into spreadsheets &/or databases.
Creates equations.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Website

Coordinates content maintenance of websites &/or blogs.
Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
Accounting

Processes accounts payables &/or receivables.
Verifies income &/or expense.
Resolves discrepancies & over/under budget problems.
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Completes routine payroll actions.
Human Resources

Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Coordination

Coordinates supervisor's &/or dept calendar.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Contacts

Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Student Services

Guides students through admissions process.
Advises students of major/minor requirements.
Reviews student files/records for academic progress & referral.
Applies knowledge of federal & state regulations.
Interprets existing policies & procedures; etc.
Supervision

Coordinates work of receptionists, program assts, temporary/work-study students, etc.
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.