Department: Law Instruction (Staff) Salary/Grade: NEX/12
This position is known internally as a Faculty Assistant and includes a high level of financial responsibilities. Principle accountabilities include responding to a wide range of instructional, administrative, and professional needs of assigned faculty and coordinating administrative processes, creating and maintaining documents, spreadsheets, databases, and arranging meetings. Additional responsibilities include managing faculty research accounts, discretionary fund, and secondary accounts; verifying charges are accurate, within budget, and posted to the appropriate chartstring and work with faculty assistants to investigate and reconcile accounting issues.
A strong performer in this role will be detail-oriented, analytically minded, reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences and also have a high level of energy for procedural tasks such as completing forms, manually tracking information, and managing files. If you are interested in joining a team of dynamic individuals and contributing to the success of the law school, we welcome you to apply!
Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.
Documents & Databases
Create and maintain spreadsheets to facilitate assigned faculty professional activities
and compile reports from various sources regarding multiple budgets &/or grant activities.
Prepare and format manuscripts, articles, and casebooks for publication. Submit articles to law reviews via Scholastica.
Manage faculty research accounts, discretionary fund, and secondary research accounts. Work directly with faculty assistants to investigate and reconcile accounting issues.
Provide L1 approval for all faculty research account transactions in a timely and thorough manner, verifying charges are accurate, within budget, and posted to the appropriate chartstring.
Take lead with forecasting and FY transition processes for faculty research accounts and discretionary fund.
Prepare monthly temporary wage activity reports or similar materials for faculty assistant team as part of monthly reports process. Communicate monthly reporting dates and required content. Monitor to ensure reports are sent by published deadline and follow up on any delinquent or inaccurate reports.
Process all financial transactions related to assigned faculty professional activities.
Prepare, review, and disseminate monthly budget statements to assigned faculty; identify and problem-solve accounting issues; communicate with assigned faculty and manager when research funds run low.
Provide high-level instructional support to assigned faculty.
Manage conference registrations, professional memberships, and travel logistics for assigned faculty.
Assist with creation, edits, or dissemination of professional materials for faculty including article reprints, correspondence, and meeting materials.
Serve as first point of contact for faculty, staff, central university, and external vendors to manage all research, instructional, and professional efforts for assigned faculty.
Serve as the primary department contact for the faculty secondary computing request process.
Monitor all temporary/student employment activities for assigned faculty and promote compliance with all law school and university hiring and payroll procedures.
Assist faculty with preparation and completion of Faculty Annual Review reports, Conflict of Interest disclosures, DCFS attestations, open enrollment, etc.
Liaise with law finance team, manager, and other contacts as needed regarding financial system updates and budget policies affecting faculty accounts and/or faculty assistant processes and workflow; communicate about these items at faculty assistant team meetings, via email, and with the creation of internal help guides, cheat sheets, and other instructive materials.
Performs other duties as assigned
Provide back-up assistance within the support team as needed.
Attend trainings as needed.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of Word, Excel, and spreadsheet creation/manipulation is required.
Strong interest in budget management, financial activities, grant administration, etc.
Experience in higher education.
Preferred Competencies: (Skills, knowledge, and abilities)
Interest and versatility in learning new technologies and systems.
Excellent oral and written communication skills, including strong editing and proofreading ability.
Strong attention to detail.
Demonstrated organizational and time management skills.
Ability to prioritize tasks and meet deadlines with little supervision.
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.
Internal Number: 41041
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.