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Northwestern University
Chicago, Illinois, United States (on-site)
23 hours ago

Description

Department: MED-Psych & Behavioral Science
Salary/Grade: NEX/10

Job Summary:

The Juvenile Court Clinic (CCJCC) is operated by the Department of Psychiatry and Behavioral Sciences through a contract with Cook County. The CCJCC’s primary function is to provide the Juvenile Justice and Child Protection Divisions of the Circuit Court of Cook County with clinical information to assist with pending legal decisions through forensic clinical evaluations and courtroom consultation. These activities are informed by the CCJCC’s internal program evaluation, research, and education and training functions.

The Clinic Administrative Assistant completes various clerical and administrative tasks to support the daily operations of the CCJCC and assist the Director, Associate Director, and administrative team. These include but are not limited to: managing administrative and staff calendars; appointment scheduling; travel arrangements; processing and documenting time off approvals, purchase orders, and payment requests; assisting with reception coverage; preparing meeting agendas and power point slides; and taking meeting notes.

Please note: Office is located off campus at

2245 W Ogden Ave, 5th Floor

Chicago, IL 60657

Specific Responsibilities:

Coordination and Administration
  • Coordinates faculty supervisor schedules and CCJCC staff calendars (e.g., staff vacation and sick calendars)
  • Coordinates faculty conference registration and travel
  • Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments
  • Provides back-up coverage for CCJCC reception, answers telephones and directs calls and visitors
  • Provides limited support to help CCJCC staff troubleshoot and resolve information technology issues and direct them to appropriate NUIT/Cook County IT resources as appropriate
  • Coordinates content maintenance of CCJCC website and faculty webpages
  • Distributes meeting agendas and takes minutes at CCJCC administrative and staff meetings
  • Provides information via phone, e-mail, mail, etc.
  • Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Documents & Databases
  • Assists in the preparation of CCJCC documents including preparing summary tables/charts, proofreading and formatting documents. These documents include but are not limited to the CCJCC annual report, policy and procedure documents, presentations and scholarly products.
  • Assists in the development and maintenance of databases to organize CCJCC data
  • Compiles routine reports, statistics, tables, charts, etc. from readily available information.
  • Assists with updates to CCJCC operational and staff training manuals

Financial and Accounting
  • Submits purchase orders and payment requests
  • Assists Director and Supervisor in tracking invoices and expenditures
  • Ensures all invoices, purchase requests/receipts, and other related documents are submitted to Director for review and signature
  • Ensures that charges have posted to appropriate accounts.
  • Assists with reconciliation of accounts.
  • Reviews budget statements.
  • Investigates & resolves discrepancies.
  • Assists with preparation of budget reports & spreadsheets.
  • Completes routine payroll actions.

Human Resources
  • Processes a limited variety of routine HR transactions.
  • Provides information on HR policies & procedures.
  • Assists with recruitment activities including coordinating job postings
  • Assists with onboarding of new employees including preparing orientation materials, new hire paperwork, and IT access.

Student Training Programs
  • Assists with updating program materials for student training programs.
  • Monitors and ensures materials are advertised and disseminated consistent with training timelines/deadlines
  • Guides students through recruitment and onboarding process.8.

Miscellaneous
  • Performs other duties as assigned.

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

Minimum Competencies: (Skills, knowledge, and abilities.)
  • Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
  • Demonstrated ability to work on multiple projects simultaneously
  • Strong oral and written communication skills

Preferred Qualifications:
  • Bachelor’s degree with 2 years direct experience in office administration or the equivalent combination of education and experience where comparable knowledge, skills and abilities can be acquired.
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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. For more information, please visit our COVID-19 and Campus Updates website.

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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Job Information

  • Job ID: 67098536
  • Workplace Type: On-Site
  • Location:
    Chicago, Illinois, United States
  • Company Name For Job: Northwestern University
  • Position Title: Clinic Administrative Assistant
  • Job Function: Other
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