Administrative Assistant 2

Choral Organizations and Institute for New Music

Job Opening ID: 40629 - Position Number: 11271 - Job Code: 210002

Job Summary:

Under general supervision and guidance from the Associate Dean for Administration, Finance and Planning and direct assignments from the faculty supervisors (Director of Choral Organizations and Director of Institute for New Music), provides a variety of clerical and administrative support functions required in the effective operation of the Bienen School Office of Choral Organizations and Institute for New Music. These may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor’s and/or department calendar.

Specific Responsibilities:

  • Provides information via phone, e-mail, mail, etc. and represents the Office of Choral Organizations and Institute for New Music in routine/standard situations with various levels of personnel both internally and externally. Includes providing general information to questions from faculty and students by phone or in person and directing inquiries to others as appropriate.
  • Coordinates department calendar including registration and travel for faculty and guests. Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments.
  • Prepares technical and/or specialized documents, including required research; proofs for spelling and grammar. Manages information in spreadsheets and/or databases and creates and compiles reports as necessary.
  • Processes accounts payables and/or receivables; verifies income and/or expense; resolves discrepancies and over/under budget problems, etc.  May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts.  May assist with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets.
  • Coordinates with Bienen School faculty supervisors and staff content maintenance of websites for Choral Organizations and the Institute for New Music and/or blogs and may assist faculty and/or staff in updating their websites and/or blogs. Also coordinates marketing and technical information with the Bienen School Concert Management Office staff.
  • Performs other duties as assigned.

Minimum Qualifications:

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

Minimum Competencies:

Skills, knowledge, and abilities

  • Receptive to feedback, willing to learn and embrace continuous improvement.

  • Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment. 

  • Successfully uses multiple programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.

  • Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.

  • Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.

  • Regularly monitors customer satisfaction; provides suggestions to improve quality and value to the customer.

  • Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.

  • Displays consistency and success in adhering to deadlines.

  • Experience with Word, Excel, PowerPoint, and Access. 

  • Demonstrates ability to work on multiple projects simultaneously.

Preferred Qualifications:

  • Bachelor’s degree with a background in Music.

  • Experience in an academic setting.

Application Information:

To apply for this position, you will need to submit your résumé, cover letter and references
through the University's electronic recruiting system, eRecruit, using the job opening number or job title. Please include the names and contact information for three references.

As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.

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. Hiring is contingent upon eligibility to work in the United States.

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