Program Assistant 3

Northwestern University; Chicago (IL); On-site; USD 27,400 - 34,233; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid vacation

Tuition benefits

Job summary

Northwestern University is looking for a Program Assistant to join the Ken and Ruth Davee Department of Neurology. This role involves managing complex calendars, coordinating symposiums, and facilitating physician recruitment visits, all aimed at supporting a fast-paced academic environment.

Ideal candidates will have strong organizational skills and attention to detail, supporting high-impact work that advances neurological health and research. Weekly hours and salary depend on education and previous experience.

Qualifications

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

Responsibilities

• Manage complex calendars for physician leadership.
• Coordinate large-scale symposiums.
• Facilitate physician recruitment visits.

Skills

Organizational skills

Attention to detail

Communication skills

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Database software

Job description

Job ID: 53654

Location: Chicago, Illinois

Department: MED-Neurology

Salary/Grade: NEX/11

Target hiring range for this position will be between $19.89-$24.85 per hour. 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.

Within the Ken and Ruth Davee Department of Neurology at Northwestern University Feinberg School of Medicine, we are committed to advancing neurological care, education, and research. We are seeking a highly organized and proactive Program Assistant to support physician leaders and the Department of Neurology.

In this dynamic role, you will serve as a key administrative partner, managing complex calendars for physician leadership, coordinating large‑scale symposiums, and orchestrating physician recruitment visits that showcase the excellence of our institution. You will also help facilitate seamless meeting coordination and ensure timely processing of physician reimbursements.

This position is ideal for someone who thrives in a fast‑paced academic environment, demonstrates exceptional attention to detail, and enjoys supporting high‑impact work that contributes to innovative patient care and groundbreaking research.

Join a collaborative team at one of the nation's leading academic medical centers and plan an integral role in supporting the mission of advancing neurological health.

Job Summary

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application’s content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee department orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinations

• Manages supervisor’s and/or department calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Student Services

• Provides a variety of administrative support for student services such as recruitment, admissions, applications, curriculum, program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

• Coordinates work of receptionists, program assistants, temporary/work‑study students, secretaries, research/clerical assistants, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

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

Minimum Competencies

• 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 parental leave; 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. 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.