Program Assistant 4, Local News Initiative

Northwestern University; Evanston (IL); On-site; USD 29,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Tuition benefits

Vacation and holidays

Wellness programs

Job summary

Northwestern University is seeking an administrative professional to coordinate a broad range of processes for the Medill Local News Initiative. Primary duties include handling invoices, budgeting, vendor communication, and coordinating events, with support for SharePoint, websites, and external publishing.

The role supports a hybrid team spread across the country, ensuring efficient office operations and timely financial reporting.

Qualifications

• High school diploma or equivalent required.
• 5 years of administrative support or related experience required.
• Advanced knowledge of word processing, spreadsheets, email, and database software is required.

Responsibilities

• Process incoming and outgoing invoices and manage accounts for the Local News Initiative.
• Create and monitor budget statements and assist in quarterly/annual budgets and forecasts.
• Coordinate events, travel, scheduling, and logistics; manage websites and social media content.

Skills

Administrative support

Budgeting

Invoicing

Vendor relations

Event coordination

SharePoint

Scheduling

Education

High school diploma

Tools

SharePoint

Excel

Word

Budgeting software

Job description

Department: Medill - Administration
Salary/Grade: NEX/12

Job Summary

Coordinates a broad variety of administrative processes & activities for the Medill Local News Initiative. Chief among these is processing incoming and outgoing invoices, managing the numerous accounts of the LNI (including effective forecasting and planning), serving as a point of contact with vendors and contractors, planning and coordinating LNI events and managing LNI document and communication portals (both internal and external), including SharePoint, web site(s), social media channels and external publishing agreements. This person also will ensure the LNI office operates efficiently in support of a hybrid team that located in different parts of the country.

Specific Responsibilities

Accounting

• Manages incoming and outgoing invoices for Local News Initiative;
• Creates & monitors budget statements for all chart strings tied to the Local News Initiative.
• Assists in preparation of quarterly and annual budgets, including forecasts and reconciliations;
• Administers budgets and/or accounting balances for multiple awards;
• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Maintains vendor contracts for LNI
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Completes journal entries, supported by access and training from Medill Budget Office.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.

Coordination

• 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.
• 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.
• Website
• Oversees creation, design & maintenance of website &/or social media 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.
• Human Resources
• Coordinates administration of some HR actions, including from hiring to termination.
• Supports staff &/or academic searches.

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.

Perform other duties as assigned

Minimum Qualifications

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

Minimum Competencies

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Competencies

• Proven ability to manage office finances, including ideally in an academic environment with experience on grants and gifts

Target hiring range for this position will be between $21.48/hr - $26.85/hr. Offered hourly rate 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.