Program Assistant 3 - Hybrid Schedule

Northwestern University; Chicago (IL); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits for employee and_dep.

Paid vacation and holidays

Job summary

Northwestern University is seeking an experienced administrative coordinator to streamline operations across education, research, and program administration. You will create and maintain documents, reports, and databases while supporting HR, accounting, and student services.

The role involves calendar management, event coordination, and ensuring compliance with procedures. Applicants should have strong communication skills, attention to detail, and the ability to work with faculty, staff, and

Qualifications

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

Responsibilities

• Respond to and compose correspondence.
• Create and maintain standard spreadsheets and databases.
• Prepare queries, reports, statistics, tables, charts, etc. from various sources.
• Maintains websites and updates information via CMS.
• Approve expenses and maintain financial records; prepare forms.
• Manage supervisor's calendar and travel arrangements.
• Coordinate events, budgets, and lab/resource management.
• Provide administrative support for student services and HR processes.

Skills

Word processing

Spreadsheets

Email

Database software

Education

High school diploma or equivalent

Tools

Epic Systems

Job description

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.
• Submit financial requisitions, payment requests, and travel expense reimbursements

Human Resources

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

Coordinations

• Manages supervisor's and/or dept 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.
• Maintain shared lab resources
• Arrange lab equipment service and repairs
• Monitor and renew equipment service contracts

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 assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
• Performs other duties as assigned.
• Coordinate clinical patient appointments
• Monitor clinic schedules
• Transmit clinic notes to referring physicians
• Scan and upload patient records into Epic system
• Assemble research kits

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.

Preferred Competencies

• Experience with Epic Systems; attention to detail; well organized; ability to work with faculty, staff, and students; reliable.

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. 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.