Program Assistant

Position: Program Assistant 4
Department: MED-Neurology

Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48-$26.80 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

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. 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.

Specific Responsibilities:

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.

Website

* 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.

Accounting

* Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

* Completes journal entries.

* Creates & monitors budget statements.

* Verifies that charges are accurate & posted to the appropriate account.

* Reconciles accounts.

* Resolves discrepancies &/or outstanding encumbrances.

* Assists in balancing accounts at close of fiscal year.

* Assists in preparation of annual budget.

* Administer budgets &/or accounting balances for multiple awards.

Human Resources

* 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.

Coordination

* 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.

Contacts

* 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.

Student Services

* Coordinates student recruitment & admissions process.

* Reviews & prioritizes applications.

* Refers students to appropriate resources.

* Counsels students regarding alternatives for course requirements.

* Participates in evaluation of program & curriculum planning.

* Recommends & implements administrative & procedural changes.

Supervision

* Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* 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

Benefits:

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://(Use the "Apply for this Job" box below). to learn more.

Work-Life and Wellness:

Northwestern offers comprehensive programs and services to help you and your family…