Program Assistant 2 - Operations and Finance

Northwestern University; Chicago (IL); On-site; USD 49,000 - 52,000; Full time

Job summary

This position is within Northwestern University Feinberg School of Medicine, based on Northwestern's Chicago campus. Target hiring range for this position will be between $49,000 - 51,720 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. As a member of the Operations and Finance team within Feinberg Development and Alumni Relations, the Program Assistant 2 provides a

Qualifications

• High school diploma or equivalent required.
• Two years of administrative support or related experience required.
• Proficiency with word processing, spreadsheets, databases, and presentation software.

Responsibilities

• Screens calls and visitors; drafts letters, reports, charts, graphs.
• Prepares agendas and makes travel arrangements for meetings and events.
• Manages the 9th floor Rubloff Building reception desk and common areas; room reservations.
• Provides general administrative and project support for the Operations and Finance team.
• Coordinates with Facilities Management as needed to request services and resolve maintenance issues.

Skills

Administrative support

Communication

Scheduling

Clerical skills

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

Job Summary

This position is within Northwestern University Feinberg School of Medicine, based on Northwestern's Chicago campus.

Target hiring range for this position will be between $49,000 - 51,720 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.

As a member of the Operations and Finance team within Feinberg Development and Alumni Relations, the Program Assistant 2 provides a variety of clerical and administrative support, which may include screening calls and visitors; drafting letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or department calendar.

Specifically, this role’s areas of oversight include the reception area and management of the reception desk, as well as common areas and room reservations on the 9th floor of the university’s Rubloff Building. In addition, the Program Assistant 2 is responsible for general administrative and project support for the Operations and Finance team and for the department.

Principal Responsibilities

Documents and Databases - 25%

• Prepares and distributes memos, emails, and other internal communications.
• Proofs for spelling, grammar, and data errors.
• Enters information into spreadsheets and/or databases.
• Performs data entry in the CatConnect constituent database.
• Provides project assistance to groups throughout the department as needed.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Responsible for updating directories and organizational charts to accurately reflect staff promotions/title changes, departures, and new staff.
• Manages tribute card process in coordination with the Program Coordinator, Constituent and Patient Data Management.
• Tracks and records tribute gifts made in memory or honor of individuals or groups, and mails gift notifications to honorees, their families, and/or those who established the tribute fund.

Website - 5%

• Coordinates website content maintenance.
• Updates the department’s SharePoint site as needed.

Accounting - 20%

• Processes accounts payable.
• Maintains inventory and orders supplies.
• Verifies expenses.
• Resolves discrepancies.
• Enters, tracks, and maintains documentation and logs of financial transactions.
• Executes and approves various transactions in the NUFinancials system.
• Works with the Financial Coordinator to process transactions; acts as a backup.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Investigates and resolves discrepancies.

Human Resources - 10%

• Administers HR recruiting procedures.
• Arranges and coordinates interviews and job candidate assessments.

Coordination - 25%

• Coordinates Operations and Finance team meetings, as well as supervisors’ and/or department calendars.
• Coordinates registration and travel.
• Coordinates events, which may include scheduling rooms and/or guest speakers, and arranging for routine materials, technology, and refreshments.
• Responsible for managing all 9th Rubloff room reservations:
• Serves as the EMS scheduling system administrator for conference rooms and hotel office spaces.
• Provides conference room availability to requesters and communicates rules and regulations relevant to the space.
• Manages the floor’s common areas, including kitchen, mail room, and restrooms.
• Works with Facilities Management as needed to request services and resolve maintenance issues.

Contacts - 10%

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

Supervision - 5%

• Coordinates work of receptionists/other administrative staff, temporary employees, etc.
• Performs other duties as assigned.

Minimum Qualifications

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

Minimum Competencies

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Demonstrated abilities are required in the following areas:
• Verbal/face-to-face, as well as written communication
• Scheduling and meeting logistics
• Organization/time management in a fast-paced environment

Preferred Qualifications

• Experience working in a nonprofit/philanthropic fundraising or constituent engagement environment.
• Experience with data entry and retrieval in a complex constituent management database.

Workspace is 9th Floor Reception desk.

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.