Department: NU-Fermi Ctr for Applied Phys Salary/Grade: NEX/11
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.
The Center for Applied Physics & Superconducting Technologies (CAPST) is a collaborative research center established in 2017 by Northwestern University and Fermi National Accelerator Laboratory (Fermilab). The Program Assistant 3 position reports to the center director and supports CAPST’s mission and its research programs based at Northwestern. Key responsibilities include coordinating, scheduling, and staffing CAPST meetings and special events; gathering information and managing the submission process for grant proposals; managing financial activities including assisting with budget projections and monthly budget reconciliation, assisting with fulfilling all reporting requirements, developing and updating the CAPST web site.
**A COVER LETTER IS REQUIRED WHEN APPLYING FOR THIS POSITION.**
Please Note: Duties may occasionally require working outside of normal business hours.
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.
Proofreads for accuracy, spelling, and grammar.
Develops and maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Solicits news items, activity announcements, and up-to-date lists of publications for web postings;
Assists faculty and researchers in maintaining updated information on website.
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.
Enters, tracks, and maintains documentation and logs of financial transactions.
Reviews budget statements and reconciles sponsored and non-sponsored accounts each month.
Assists director in preparing quarterly and annual budget projections.
Initiates full range of HR actions such as new employee dept orientation for postdoctoral fellows.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Compiles and assembles documents to process International Scholar visa applications and extensions
Provides information on International Office policies and procedures.
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates meetings and events which may include creating timelines, scheduling guest speakers, rooms, preparing advertising materials, audio-visual set up, ordering refreshments, and managing post event clean up.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Works closely with peers to coordinate events and manage funding issues involving both Northwestern and Fermilab.
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Reviews administrative processes and procedures regarding student services and recommends changes.
Program and Project Development
Assists the director in developing and implementing new CAPST programs and initiatives.
Assists with the preparation of scientific proposals for externally funded research by gathering information from faculty, postdocs, and students.
Manages all aspects of the proposal submission process.
Gathers information and assists in fulfilling all reporting requirements.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Strong written and verbal communication skills.
Effective math and computational skills.
Attention to detail and accuracy.
Ability to work independently and be proactive about identifying and resolving potential problems and financial discrepancies.
Ability to multi-task and demonstrate attention to detail within a fast paced, dynamic environment.
Collegial, responsive, with a customer service focus.
Preferred Qualifications: (Education and experience)
Bachelor’s degree or the equivalent.
Bookkeeping or accounting experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of Northwestern University’s financial management systems.
Experience in preparing purchase requisitions and purchase orders, entering receivers, resolving issues with invoices and accounts payable.
Experience working in a research-intensive university environment.
Ability to work independently.
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: 35898
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.