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Donna Daviston
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Office Ward 8-296 (312) 503-1687
d-daviston@northwestern.edu Department Assistant II Maintaining and managing database for departmental website and seminar calendar. Coordinating, scheduling, and advertising of seminars, departmental activities and presentations for faculty members including audio visual equipment, food/catering, making travel, lunch, and dinner arrangements for visiting seminar speakers. Managing, maintaining, and scheduling conference rooms for meetings of 19 faculty members, staff, and students; coordinate registrations, advertisements, and abstract submissions for departmental symposiums. Scheduling Thesis presentations and meetings for departmental graduate students. Providing administrative support to Chairman and faculty members including the coordination of faculty recruitment interviews and itineraries, assisting with journal editing duties and coordinating lab set up of new faculty. Maintaining departmental office equipment by making service calls and taking monthly meter reading. Ordering departmental office supplies, distribute of mail, and receive delivered packages. Managing all ordering, receiving, and tracking of research supplies and verifying signatures of authorized purchasers. Supervising order request book; improved and expedited tracking of these orders by implementing automation. Verifying account balances and insure that expenses are in compliance with grant account regulations before an order is processed in EPS. Reconciling discrepancies with purchase orders. Following-up with vendors to get their federal ID, fax numbers, and correct address information and requesting new vendors are entered into EPS. Answering faculty inquiries regarding shipment of supplies and resolving the issues related to their shipments. Making sure orders are faxed when requested and check requests are processed and sent to Accounts Payable. Preparing various forms, such as order request forms, single source justification, exception forms, supply reimbursement forms, and T & E and non-T & E expense reports while insuring forms are filled out correctly with proper signatures. Working closely with Research Financial analyst, POPS, Research Accounting, Finance, and Radiation Safety to get approval and ensure orders are complete with no approvals pending. Requesting allowable objects to be opened by Budget and OSR for orders. Maintaining and filing all closed purchase orders in department filing system; setting up new accounts within the filing system.. |