Temporary Administrative Assistant 2

Northwestern University•Evanston, IL

42d•$21•Onsite

About The Position

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 coordinating with the building facilities team as required to support various work order jobs are completed. Assist as needed by 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

Requirements

A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
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.

Nice To Haves

Experience with scheduling programs and facilities work.

Responsibilities

Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Coordinate's 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
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.
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.
Performs other duties as assigned.