The Program Assistant 2 Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar.
Reporting jointly to the Senior Associate Dean for Education and the Director of Diversity & Inclusion, the Program Assistant provides principal staff support to a variety of recurring and special programs and initiatives that foster a receptive culture, grow diversity, and further strengthen the Feinberg School of Medicine (FSM). The Program Assistant is responsible for coordinating Diversity Council and Diversity Operations meetings, managing and organizing the Sustained Dialogue program, and for providing logistical and clerical support to multiple events, programs, and trainings, including FSM Alternative Spring Break. Based in the Augusta Webster, MD, Office of Medical Education (AWOME), the Program Assistant serves as a point of connection between AWOME, the Office of Diversity & Inclusion, and the Office of MD Program Admissions by supporting programs central to the mission and values of these partner administrative units. The Program Assistant also manages the web presence for Diversity & Inclusion, FSM’s Out and Ally lists, listserv and other digital communications, and conducts institutional benchmarking and similar data analyses.
Please note: In support of occasional events and programs, the Program Assistant may be asked to work evening and/or weekend hours.
Documents & Databases
Proofs for spelling & grammar.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Coordinates content maintenance of websites &/or blogs.
Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Coordinates supervisor's &/or dept calendar.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and overall technical aptitude.
Demonstrated commitment to excellence in diversity and inclusion.
Demonstrated ability to handle multiple time-sensitive tasks accurately and thoroughly.
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.
Internal Number: 32338
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.