Administrative Assistant 3 (Faculty Support) - Law School

Department: Law Instruction (Staff)
Salary/Grade: NEX/11

Job Summary:

Are you looking for an opportunity to work in higher education supporting a remarkably interdisciplinary faculty engaged in a diverse array of research and scholarship? Reporting to the Faculty Support Manager, the Administrative Assistant 3 position, internally known as a Faculty Assistant, responds to a wide range of instructional, administrative, and professional needs of assigned faculty and plays a critical role in the smooth flow of day-to-day activities in support of the overall mission of the support team.

The Faculty Assistant team strives to maintain high standards of excellence in support of the Northwestern community, including the most interdisciplinary research faculty in the nation, accomplished student body, and dynamic law school departments. The team shares an awareness that recognizes our strengths, diversity, talents, and contributions. We are committed to developing a professional team through shared knowledge and communication. We encourage professionalism, seek team involvement, and embrace creativity.

A strong performer in this role will be detail-oriented, reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences and also have a high level of energy for procedural tasks such as completing forms, processing expenses, and managing files. If this opportunity sounds appealing, we invite you to apply and join our team.

Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility-and our institutional values-to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.

Target hiring range for this position will be between $19.89 to $24.86 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

Administrative Support Floater

* Work directly with Faculty Support Manager to provide administrative support for new initiatives as they relate to the development of the Faculty Support team.

* Serve as a back-up and ad hoc resource within the faculty support team to provide administrative coverage through absences and transitions, and in response to evolving faculty needs and strategic initiatives.

Documents & Databases

* Prepare, format, edit, and submit manuscripts, articles, and casebooks for publication. Assist with SSRN updates and similar tasks related to faculty publications.

* Assist with creation, edits, and dissemination of other professional documents including article reprints, correspondence, transcription, recommendation letters, and meeting materials.

* Assist faculty and manager with informational projects and file maintenance as requested, including creation or updates of PowerPoint presentations, spreadsheets, contact lists, and databases.

Accounting

* Consistently follow University and departmental guidelines for submission of expense reports, payment requests, and other financial transactions for assigned faculty, including colloquium or other expenses as needed.

* Proactively monitor faculty research spending activities and ensure expenses are within allowable limits.

Prepare, review, and disseminate research budget statements to assigned faculty; identify and problem-solve accounting issues; respond to faculty and manager regarding any account questions.

Human Resources

* Monitor and facilitate all temporary/student employment activities for assigned faculty, observing all Law School hiring and payroll procedures.

Coordinations

* Provide high-level instructional support to assigned faculty: order, print, and distribute instructional materials; create seating charts; design and manage course webpages (Canvas); handle classroom AV and space needs using online reservation system; liaise with students; proctor exams as needed; compile and help submit grades.

* Provide professional and administrative support to assigned residential faculty, including assistance with professional memberships, business travel, organizing meetings and conference calls, and numerous other activities.

* Direct student employees to Law payroll for hiring; monitor all temporary/student wage activity for assigned faculty, observing all school and departmental procedures.

* Independently coordinate colloquia and ad hoc guest visits, including management of all logistics and processing. Coordinate with and observe instructions from Events Manager as applicable for events involving assigned faculty.

Contacts

* Serve as first point of contact for faculty, staff, central university, and vendors to facilitate all research, instructional, and professional efforts for assigned faculty.

* Assist faculty with preparation and completion of Faculty Annual Review reports, Conflict of Interest disclosures, DCFS attestations, open enrollment, etc.

* Remain well-informed of University and departmental polices, including faculty onboarding/off-boarding, travel and entertainment policies, class make-up and review scheduling, IT/computing policies, etc. Effectively communicate policies to faculty as needed.

* Develop and maintain relationships with school and university contacts to assist in the ongoing enhancement of faculty support team operations and professional development.

Miscellaneous

* Performs other duties as assigned.

* Attend trainings; implement learnings and/or contribute knowledge to team operations.

Minimum Qualifications:

* A high school diploma or its equivalent.

* 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

* Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

* Bachelor's degree.

* Experience in higher education and/or assisting faculty or lawyers.

* Experience with classroom management platforms such as Canvas.

Preferred Competencies: (Skills, knowledge, and abilities)

* Strong working knowledge Microsoft Office.

* Interest and versatility in learning new technologies and systems.

* Excellent oral and written communication skills, including strong editing and proofreading ability.

* Strong attention to detail.

* Demonstrated organizational and time management skills.

* Ability to prioritize tasks and meet deadlines with little supervision.

* Collaborative and works well in a cross-function team environment.

Strongly preferred previous faculty support experience.

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 & 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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