Department: MCC Administration
Salary/Grade: NEX/12
Target hiring range for this position will be between $22.48 - $26.50 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.
Job Summary:
Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
Position will support the Center for Centers and Global Initiatives, providing all-purpose support to the office's portfolio of 13 centers, including their directors and associated staff. Employee will work closely with existing C4C staff to execute strategic objectives of each center, including but not limited to: planning, organizing, and staffing regular and yearly events for all supported centers, including select Global Engineering Treks programs outside of the United States; budgeting and reconciliation support for select centers; processing of required Human Resources paperwork for relevant employees; departmental purchasing through and reconciliation of a corporate credit card; maintenance of departmental websites; and research and development of projects and initiatives to advance the goals of each center, in close collaboration with center directors. Employee will contribute to physical and digital advertising presence of member centers in writing, and through the design of flyers, websites, and physical materials.
Please note: Occasional work on evenings/weekends
Specific Responsibilities:
Documents & Databases
- Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
- Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Website
- Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
- Organizes information in ways that promotes & encourages use of site.
- Gathers information regarding programs, events, etc.
- Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Accounting
- Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
- Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
- Completes journal entries.
- Creates & monitors budget statements.
- Verifies that charges are accurate & posted to the appropriate account.
- Reconciles accounts.
- Resolves discrepancies &/or outstanding encumbrances.
- Assists in balancing accounts at close of fiscal year.
- Assists in preparation of annual budget.
- Administer budgets &/or accounting balances for multiple awards.
Human Resources
- Coordinates administration of all HR actions from hiring to termination.
- Supports staff &/or academic searches.
- Recommends & implements changes to administration of HR policy & procedures for unit/dept.
Coordination
- Manages supervisor's &/or dept calendar.
- Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
- Sets-up & cancels meetings based on knowledge of subject & attendees.
- Coordinates large scale &/or complex events.
- Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Contacts
- Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
- Responds to unanticipated & complex issues.
Student Services
- Coordinates student recruitment & admissions process.
- Reviews & prioritizes applications.
- Refers students to appropriate resources.
- Counsels students regarding alternatives for course requirements.
- Participates in evaluation of program & curriculum planning.
- Recommends & implements administrative & procedural changes.
Supervision
- Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to manage multiple projects in parallel, prioritizing urgent items while maintaining progress towards other objectives. Experience with and comfort in writing for a variety of internal and external audiences. Limited availability outside of regular work hours in support of Center events is strongly preferred.
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 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.
Northwestern University
Apr 14, 2026