Department: Department of Medicine – Academic Affairs Program Salary/Grade: NEX/12
The department’s academic affairs office coordinates the academic appointment process for approximately 465 regular faculty, 420 affiliated faculty, 70 research faculty and more than 140 research staff. All phases of these appointments, from opening new positions via pre-search process and approving offer letters to candidates, to initial appointment, reappointment, change in appointment, leaves of absence, terminations, retirements and emeritus requests are managed by this office.
The Program Assistant 4 coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. This role reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
Organizes information in ways that promotes & encourages use of site.
Gathers information regarding programs, events, etc.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administer budgets &/or accounting balances for multiple awards.
Coordinates administration of all HR actions from hiring to termination.
Supports staff &/or academic searches.
Recommends & implements changes to administration of HR policy & procedures for unit/dept.
Manages supervisor's &/or dept calendar.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
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: 35920
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.