Program Assistant 4 (2-year Term)

Northwestern University; Evanston (IL); On-site; USD 33,000 - 40,000; Full time

Job summary

Northwestern University seeks an experienced Program Assistant 4 to support the Northwestern Center for Water within the Thriving Planet Institute. You will coordinate HR actions, budgeting, website content, and event logistics, while supporting multiple calendars and partner communications.

This 2-year term role offers opportunities for renewal based on performance and funding, with responsibilities spanning budgets, reporting, and campus-wide admin processes.

Qualifications

• A high school diploma or equivalent is required.
• 5 years of administrative support or related experience is required.
• Advanced knowledge of word processing, spreadsheets, email, and database software is required.
• Proficiency with Cascade, WordPress and social media platforms is preferred.
• Bachelor's degree or higher is preferred.
• 6+ years administrative experience preferred.
• NU Financials experience preferred.

Responsibilities

• Coordinate administration of HR actions from hiring to termination.
• Manage supervisor calendars and complex scheduling, including international travel.
• Oversee website maintenance and posting of content.
• Administer budgets and process accounting transfers, deposits and payroll.
• Coordinate student recruitment and admissions processes.
• Supervise receptionists and clerical staff.
• Assist in organizing events and meetings, including logistics and communications.

Skills

Word processing

Spreadsheets

Email

Database

Social media

Education

Bachelor's degree or higher

Tools

NU Financials (PeopleSoft)

Cascade

WordPress

SharePoint

Job description

Department: TPI - Thriving Planet Inst

Salary/Grade: NEX/12

Northwestern University has launched the Thriving Planet Institute (TPI), a new institute aligned with the University’s strategic priority to lead in sustainability. TPI is dedicated to advancing interdisciplinary research and education at the intersection of environmental systems and health, recognizing the interconnected nature of interventions that affect water, land, and air, and impacts on human health. Through this integrated approach, the Institute seeks to develop innovative solutions that promote both planetary and human well-being.

The Program Assistant 4 coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept’s multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Program Assistant 4 will provide primary administrative support for the Northwestern Center for Water, which is part of TPI, and work with other TPI administrative staff. Beyond the administrative processes and activities listed above, the Program Assistant will manage, track, and report Water Center expenditures, coordinate with internal and external partners, facilitate student water programs and events, and manage communications including promoting events and managing NU Water’s website and social media accounts.

This is a 2-year term position. Opportunity for renewal will be based on performance and available funding.

Specific Responsibilities

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor’s information objectives.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administers budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor’s &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

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

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Proficiency with common website maintenance/modification software (e.g., Cascade, Word Press) and social media platforms

Preferred Qualifications: (Education and experience)

• Bachelor's degree or higher
• 6 or more years administrative experience
• 1 or more years NU Financials experience

Preferred Competencies: (Skills, knowledge, and abilities)

• Good communication skills
• NU Financials (PeopleSoft)
• Database maintenance
• 4-5 years of solid Windows (Word/Excel) experience
• Financial background
• Experience with file sharing systems (e.g., SharePoint, Dropbox)
• Attention to detail essential.
• Quick learner
• Ability to work well with a variety of people, including university faculty, staff, students, and visitors.
• Ability to prioritize, track, and follow through on administrative tasks.

Target hiring range for this position will be between $23.50-$29.00 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

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.

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