The Molecular Biosciences’ Program Assistant is an important member of the administrative staff serving in a highly visible position and providing support to all members of the department. This position works closely with the Assistant Chair, faculty members, other departmental staff, graduate students and postdoctoral researchers. Position provides standard & routine clerical & administrative support which may include word processing, ordering supplies, opening & sorting mail, answering phones, greeting visitors, providing information, &/or scheduling meetings.
Documents & Databases
- Prepares & types form letters, memos, emails, labels, routine correspondence, etc.
- Types, copies &/or distributes reports, proposals, presentations, etc.
- Proofs for spelling & grammar.
- Enters information into spreadsheets & databases.
- Runs standard reports.
- Maintains and updates listserv users list and phone lists to ensure effective communication
- Uploads content to faculty/dept website. Ensures updates are made in timely fashion.
- Maintains inventory & orders supplies.
- Resolves payment & delivery problems.
- Processes travel & parking reimbursements, grant expenses, invoice payments, etc.
- Enters, tracks, & maintains documentation & logs of financial transactions
- Balances accounts. Prepares budgets and spreadsheets for special events, masters program, department seminars, and verifies invoices against actual charges; reconciles and budgets FM charges
- Makes appointments.
- Completes registration & travel arrangements for weekly seminars, faculty recruitment and meetings.
- Schedule rooms and approves room requests in room scheduling system.
- Arranges for routine technology & refreshments for weekly seminars, faculty recruitment and meetings.
- Serves as a liaison to facilities management to request work orders, tracks requests and communicates facilities and equipment updates to relevant department members. Follows through on equipment and building issues to ensure all problems are resolved.
- Responsible for managing/distributing keys and wild card access request for all department personnel.
- Manages and orders office supplies, parking passes, water/coffee services, taking into account options for best pricing, maintain supply of inventory, manages outgoing and incoming mail for the department.
- Helps compile and maintain data for annual space survey and capital equipment inventories.
- Answers phones and department e-mails, routes to appropriate contact, takes messages.
- Serves as primary point of contact for the department, directing guests, students and visitors and provides information about the department to internal and external personnel. Greets visitors, responds to inquiries, requests & provides routine information in a high volume environment.
- Contacts repair personnel as requested for copy machine, lab equipment, facilities management issues, AT equipment, etc.
- Provides information on courses, general requirements & policies & procedures.
- Processes forms.
- Sets-up & maintains records.
- Reviews forms for completeness, etc.
- Serves as the admin support for the department’s MS program, which includes providing support to the faculty admissions committee, the faculty directors, and MS students, as directed. Prepares material and binders for orientation, meetings, updating databases and remaining current on The Graduate School’s systems, policies and procedures.
- Supervises work of temporary &/or work-study students.
- A high school diploma or its equivalent along with strong interpsersonal and customer service skills plus 1 year of administrative support experience is required.
- Maintains confidentiality and professionalism with regards to workflow and personnel.
- Basic knowledge of word processing, spreadsheet, email, and database software programs is required.
- Bachelor’s degree or the equivalent combination of experience, education and training from which comparable skills can be acquired.
Preferred Competencies: (Skills, knowledge, and abilities)
- Ability to meet deadlines and juggle multiple responsibilities in a fast-paced environment.
- Ability to write precise, well-organized emails and letters using appropriate vocabulary and grammar.
- Demonstrated ability to consistently display accuracy and attention to detail.
- Experience updating and managing websites and coordinating IT assistance.
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.