Administrative Assistant 3, Talent Management (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: NEX/11

Please note: The target budgeted hourly rate for this position is between $22.00 and $23.00. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

About Alumni Relations and Development

Alumni Relations and Development appreciates that the collective sum of our individual differences, experiences, knowledge, and self-expression is crucial for our success. We strongly invite candidates of all backgrounds to apply and to participate fully and authentically in our workplace.

We encourage you to apply even if you do not believe you meet 100% of the preferred qualifications.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Alumni Relations and Development is committed to genuine inclusion. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Elizabeth Frisch at efrisch@northwestern.edu. Consistent with its obligations under the law, Northwestern will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential job responsibilities.

Job Summary

The Administrative Assistant 3, Talent Management provides integral administrative support with a range of team projects and tasks. This position will utilize systems and tools including but not limited to: Outlook, Encompass, Qualtrics, Microsoft Office Suite, Zoom, and NU Financials. Office hours are Monday - Friday from 8:30 a.m. to 5:00 p.m. This is a hybrid role which will allow for remote work 2 days per week.

This position supports Talent Acquisition, which is part of the Talent Management team within Alumni Relations and Development (ARD). The Admin Assistant 3 is responsible for key tasks such as:

• Involvement in the recruitment process includes scheduling interviews on Outlook, creating zoom links, and building out itineraries for candidates
• Co-manage the Talent Management team email account
• Building detailed messaging in Encompass to circulate for approval and send to a designated audience
• Creating surveys and summarizing results for analysis.
• Posting job openings to external sites as well as the ARD Careers page
• Attends outreach programs and supports Virtual Open Houses for ARD

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets, databases, and surveys.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

Website

• Maintains website.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.

Human Resources

• Schedules Zoom and in-person interviews on Outlook
• Uses word to create itineraries for all candidate interviews

Coordination

• Works with hiring manager and panelists to find best times to interview
• Manages department calendar and email account.
• Manages registration and travel for external candidates.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.

Contacts

• Responds to email inquiries from the Talent Management inbox.
• Builds emails in Encompass for Staff Announcements.
• Provides basic interpretation of policies and procedures.
• Finds information to resolve problems or issues.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

Minimum Competencies

• Intermediate knowledge of word, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Outlook calendaring
• Drafting email communication
• Microsoft Office tools

Preferred Competencies:

• Human Resources knowledge
• Comfortable in fast paced environment
• Detail-oriented

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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