Administrative Assistant 2

Department: Kellogg Facilities
Salary/Grade: NEX/10

Job Summary:

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

• Coordinates 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.

Target hiring range for this position will be $22.00 - $23.50 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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.