Program Assistant 2

Northwestern University; Chicago (IL); On-site; USD 38,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Paid vacation and holidays

Paid medical/sick and parental leave

Tuition benefits

Pre-tax and flex spending accounts

Retirement savings options

Wellness programs

Job summary

Northwestern University is seeking a clerical and administrative support professional for the research clinic front desk in Chicago. The role requires in-office work five days a week, Mon-Fri, and involves drafting letters, preparing agendas, and basic bookkeeping.

Responsibilities include document preparation, data entry, budget tracking, HR support, calendar coordination, and coordinating travel and events. A high school diploma and related experience are required to perform these duties.

Qualifications

• A high school diploma or equivalent is required.
• 2 years of administrative support or relevant experience is required.
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Responsibilities

• Prepares manuscripts, scientific, technical and/or statistical documents.
• Proofs for spelling and grammar.
• Enters information into spreadsheets and/or databases.
• Resolves discrepancies and budget problems.
• Enters, tracks and maintains documentation and logs of financial transactions.
• Maintains inventory and orders supplies.
• Prepares and types forms, memos, routine emails and correspondence.
• Resolves payment and delivery problems.
• Processes petty cash, travel and parking reimbursements, grant expenses and invoice payments.

Skills

Word processing

Spreadsheet

Email

Database software

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Department: MED-Preventive Medicine
Salary/Grade: NEX/10

Location: Chicago, Illinois

Target hiring range for this position will be between $38,314 - $54,933 per year. 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:

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar. This position will be located at our research clinic front desk.

Please note: This position is required to be in the office 5 days a week during normal working hours, Mon - Fri.

Specific Responsibilities

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.

Accounting

• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Maintains inventory & orders supplies.
• Prepares & types form, memos, routine emails correspondence, etc.
• Resolves payment & delivery problems.
• Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
• Enters information into spreadsheets & databases.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parentalleave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.