Program Assistant 3

Northwestern University; Evanston (IL); On-site; USD 28,929 - 34,233; Full time

Benefits offered by this job

Comprehensive health care plans

Retirement benefits

Tuition discounts

Job summary

A prominent educational institution is seeking an Administrative Assistant to provide comprehensive support, including managing calendars, responding to inquiries, and coordinating events. The ideal candidate should possess a high school diploma, experience in administrative support, and strong communication skills. Flexibility in work arrangements and various employee benefits are offered.

Qualifications

• 4 years of administrative support or relevant experience required.
• Intermediate knowledge of word processing, spreadsheet, email, and database programs.

Responsibilities

• Coordinates business matters related to education and research.
• Manages calendars, travel, and assists with events.
• Prepares documents, spreadsheets, and financial transactions.

Skills

Word processing

Spreadsheet software

Email management

Database management

Communication

Organization

Education

High school diploma or equivalent

Four-year degree

Job description

Overview

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains documents, spreadsheets, databases, meetings, and special events, and alerts supervisor of critical issues and upcoming events. This position supports the center's co-Directors by managing calendars, arranging travel, preparing agendas, reimbursing expenses, preparing and sending correspondence, and assisting with event coordination, website and social media updates, and financial transactions (e.g., ordering, expense reconciliation, data entry and projections).

The Center for Synthetic Biology is a University Research Center within the Office for Research. The center focuses on sustainability, energy, bioproduction, and health challenges to fuel the growing bioeconomy. Staff support is integral to the center’s success.

Target hiring range: $21.00 to $24.85 per hour. Offered salary will be determined by education, experience, knowledge, skills and abilities, and internal equity with market data.

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., from information compiled from various sources.

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

• Accounting
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.

• Coordination
• Manages supervisor and/or department calendar.
• Manages registration and travel.
• Organizes and coordinates events, including creating timelines.
• Collects agenda items and background materials.
• Coordinates complex itineraries involving domestic and/or international travel.
• Prepares annual event, conference, and/or meeting budgets.
• Verifies invoices and expense reports and reconciles to budget.

• Contacts
• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Resolves problems or issues by researching information.

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.

Preferred Qualifications

• Four year degree

Preferred Competencies

• Excellent verbal and written communication
• Ability to prioritize and manage projects
• Strong organizational skills

Benefits: At Northwestern, we provide comprehensive health care plans, retirement benefits, tuition discounts, and more. Visit the benefits page for details.

Work-Life and Wellness: Northwestern offers programs to help you navigate life’s challenges and adopt healthy lifestyles. Flexible work arrangements and childcare/senior care support are available where possible. Visit the work-life benefits page for details.

Professional Growth & Development: Northwestern supports employee career development for on-campus or remote work. Visit the learning page 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. Applicants who wish to request an accommodation should contact the Office of Civil Rights and Title IX Compliance. Additional information on accommodations is available.