Position available to Non-librarians
Acts as administrative lead for the Dean of Libraries. Sets and maintains the professional decorum and workflow of the Office of the Dean. Responsible for supervision of the dean’s calendar and manages the office workflow; oversees central files; provides support for other AULs in the administrative suite. Supervises the admin suite staff; processes reimbursements and expenditures for the dean. Arranges travel and meetings, and prepares administrative memoranda for the dean. Reviews and analyzes methods to improve workflow and simplifies and creates new procedures to better meet goals and objectives.
This position requires a person with advanced organizational and clerical skills who can use independent judgment, originality and discretion in a highly public, yet very confidential environment. The person must demonstrate adaptability to perform promptly and effectively in an environment in which parameters may change daily. Excellence in customer service, verbal and written communication, expertise in business applications, including all components of Microsoft Office, initiative, and attention to detail is essential. The person must apply keen business skills, University-based knowledge, and proactive problem-solving and sound judgment to support the dean.
Administration - NUL
1. ADMINISTRATIVE SUPPORT TO THE DEAN
a. Phones and Visitors –Screens dean’s telephone calls and visitors.
b. Schedule – Coordinates and maintains Outlook Calendar in a timely and accurate manner; handles requests for meetings and convenes update briefings with the dean. Manages supervisors and/or department calendar which may include complex scheduling arrangements involving multiple high-level parties and conferences, international travel, etc. Sets up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc have been completed.
c. Meeting Preparation – Prepares dean for scheduled meetings by providing timely information about meeting participants and the purpose of the meeting. Gathers background materials/files to assist the dean’s preparation.
d. Mail – Opens and screens mail. Reviews, analyzes and summarizes correspondence, memoranda and reports for the dean. Locates and attaches relevant background information/files for the dean’s information.
e. Correspondence – Composes emails and letters in business format and tone with typographic and grammatical accuracy. Writes correspondence drafts for supervisor review. Proofreads all written messages including emails, documents and correspondence before sending. Systematically files all correspondence.
f. Travel – Makes necessary travel arrangements for the dean. Prepares detailed, accurate itinerary information. Prepares expense forms and reconciles to budget. Contacts external organizers and travel providers as needed.
g. Confidentiality – Maintains confidentiality across all matters of sensitivity.
h. AUL and Admin Suite Support- Provide various levels and types of admin support.
i. Meeting Minutes- As requested, take minutes at admin meetings of the dean and follow up on specific admin tasks that are discussed.
2. MANAGING ADMINISTRATIVE OFFICE WORKFLOW
a. Financial records- Creates and maintains financial records for the Dean and the Administrative Office and is responsible for the dean's and AUL’s expense processing. Reimbursements under supervision of Dean, responsible for processing all reimbursements for Dean’s office budget and AUL’s. Prepares annual budget, verifies invoices and expense reports for accuracy, and reconciles to budget quarterly/at event conclusion and annually.
b. Documents & Reports – Prepares and organizes documents, charts and reports effectively and efficiently utilizing all formats of MS Office (most commonly Excel, Word and PowerPoint).
c. Filing – Creates and maintains a functional, current filing system. Creates and maintains a specific filing system for confidential matters. Oversees existing historical files in the dean’s office and arranges transfer to or retrievals from Archives as necessary.
d. Reception – Sets and maintains the professional decorum of the Office of the Dean in welcoming Dean’s guests and visitors. Answers requests that require discretion and NUL knowledge.
e. Project management- Accomplish office objectives by updating, creating and carrying out new procedures. Consults with Dean and AULs about prioritization and staffing adjustment to accommodate special projects.
a. Supervise and train receptionist- Direct supervisor of Administration Office reception. Train receptionist on office procedures and best practices.
b. Team Support - Provides relevant information/data and administrative support to Administration Office.
c. Hire receptionist.
d. Train occasional students who may be hired for special events and projects. Coordinate special support and initiatives with offices of Library Public Relations, Library Human Resources, the Division of Planning and Facilities, and others as needed.
a. Maintain, update and develop content for websites and/or blogs that represent operations of the dean’s office.
5. PREPARATION & IMPLEMENTATION OF DEAN’S OFFICE OPERATIONS & EVENTS
a. Event Coordination - Assists Dean and Administrative office in the planning and convening of meetings, and external and internal events. Responsible for coordinating food service, registration, reservations, facilities, equipment, supplies and services including budget creation and reconciliation.
1. A high school diploma or its equivalent along with 6 years of administrative support experience in a position reporting to a senior manager or executive is required.
2. Excellent verbal and written communication skills.
3. Excellent skills in Word, Excel and PowerPoint.
4. Demonstrated proficiency with web tools for creating and updating content for websites and or blogs.
1. Bachelor’s degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
2. Previous experience as assistant to supervisor in senior management.
3. Previous supervisory experience.
Information for Non-librarian Applicants
Northwestern University is an Equal Opportunity, Affirmative Action Employer.