The Program Assistant 3 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. This role creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Documents and 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.
Assists in building documents for standard processes and procedures.
Assists Sr. Research Administrator in preparing administrative grant documents, including biosketches, other support documentation, and facilities sections.
Assists faculty in developing, editing, tracking, and submitting manuscripts as well as tracking, coordinating, and ensuring compliance to open-access policy for publications.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application's content management program.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
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.
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
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.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Assists with IRB and other compliance requirements by organizing materials and facilitating activity between personnel and offices.
Assists lab staff with administrative support and facilities issues.
Provides problem solving assistance for faculty for miscellaneous needs including administrative support, facilities/space issues, and HR related processes.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Highly proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook), and overall computer skills/technical aptitude.
Problem-solver; critical thinking ability.
Effective communication skills (written and verbal).
Must demonstrate initiative and follow through.
Ability to prioritize and balance competing priorities.
Strong organizational skills / attention to detail.
Positive attitude, professionalism.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in relevant field (e.g. Business, English, Communications, Biology); OR appropriate combination of education and experience.
Experience in higher education or healthcare industry
Previous experience with institutional financial systems or accounts payable processes
Experience coordinating events and/or meetings.
Familiarity with institutions with research missions.
Knowledge of human subjects research compliance requirements.
Advanced writing skills including editing, proofreading, and writing for the web.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.