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. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
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.
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.
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.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Bachelor's Degree in relevant field (e.g. Business, English, Communications, Biology).
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.
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: 35737
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.