Program Assistant 4 (Part-time)

Northwestern University; Evanston (IL); Hybrid; USD 18,000 - 24,000; Part time

Benefits offered by this job

Health insurance

Tuition benefits

Paid vacation

Job summary

Northwestern University is seeking a part-time Program Assistant to support the PI group with administrative processes, documents, calendars, and travel arrangements. The role includes maintaining CVs, preparing reports, and assisting with letter writing activities.

The position is 20 hours per week for a one-year term, eligible for renewal based on performance and funding. The site involves coordination of events and websites/databases, with routine payroll and grant/budget tasks.

Qualifications

• University diploma or equivalent required.
• 2 years of administrative support or relevant experience required.
• Knowledge of word processing, spreadsheets, email and database software.

Responsibilities

• Respond to correspondence and compose communications.
• Create and maintain standard spreadsheets and databases.
• Prepare queries, reports and statistics from various sources.
• Manage PI calendar and travel arrangements
• Assist with HR activities and policy explanations
• Coordinate events, registrations and agendas

Skills

Administrative support

Microsoft Word

Microsoft Excel

Documentation

Communication

Education

University diploma or equivalent

Preferred: Science or Engineering degree

Tools

Database software

Email software

Job description

Job Summary

Program Assistant coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with the operation of the PI (Monica Olvera de la Cruz) group. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts PI and supervisor of critical issues and upcoming events. Maintains PI calendar and scheduling as well as arranging all PI travel and reimbursements. Additionally, assists with maintaining PI CV and bios and supports letter writing activities.

This is a part-time (20 hours per week), one-year term appointment eligible for renewal based on performance and funding.

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.
• Proof reading (editing) research reports, highlights, 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 dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordination

• 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.

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.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

• A university school diploma or equivalent required.
• 2 years of administrative support or other relevant experience required.

Minimum Competencies

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

Preferred Qualifications

• A degree in Science or Engineering is preferred, or technical such as Mathematics or Economics

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 parentalleave; 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.

Equal Opportunity Employer

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.