Position: Temporary Full-time Program Assistant 3
Hours: This is a full-time position (40 hours per week/ 8:00am-5:00pm / M-F)
Pay: $20.00 per hour
Approximate start date: ASAP
Approximate end date: TBD
Northwestern University is seeking a temporary Full-time Program Assistant 3 for the Chicago campus.
Temporary Job Description:
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.
- 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.
- 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.
- Prepares annual event, conference and/or meeting budget.
- 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, and overall technical aptitude.
- Strong organizational skills / attention to detail.
- Effective communication skills (written and oral).
- Demonstrates initiative and follow through.
- Ability to prioritize and balance competing priorities.
- Effective problem-solver; critical thinking ability.
- 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
- MS Office suite 2013 (Word, Excel, PowerPoint, Outlook).
Northwestern University seeks to employ a varied and diverse range of dynamic people who understand the importance of our mission and vision. When you consider a temporary opportunity at Northwestern University, you know that you are joining an institution with a deep history of academic, professional and personal development.
Date Posted: 8/24/2016
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.