Program Assistant 4

Department: URC Administration
Salary/Grade: NEX/12

Job Summary

A new Institute for engineering in medicine and healthcare innovation is being established to foster, develop, and disseminate engineering-driven technology innovations that restore tissue and organ function to improve patient care and quality of life. The mission of this new institute predominantly integrates the talents of faculty from McCormick School of Engineering and Feinberg School of Medicine to create a convergence research, education, and innovation ecosystem to develop enabling tools for preserving, restoring, and augmenting tissue and organ function. Staff within the Institute support this mission and are an integral part of the Institute's success.

The program assistant will be a core member of the Institute's team and will support its day-to-day administrative activities. This role will have contact with external partners and stakeholders, therefore the highest level of professionalism is required for the role.

Key responsibilities of the role include, but are not limited to, the following:

• Manage Faculty Director schedule for meetings, traveling, and speaking engagements
• Assist with administrative requests, such as bio sketches, others support docs, etc.
• Assist with traveling reimbursements
• Reconcile monthly corporate card expenses
• Provide basic financial, accounting, and budgetary assistance to the Institute
• Coordinate projects with various stakeholders
• Maintain inventory of supplies and ordering supplies as needed and as requested
• Coordinate correspondence
• Plan and execute institute meetings, retreats/activities for members/symposia

Core responsibilities for this role include:

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.

A cover letter is required to apply for this position. The primary location for this position will be on the Evanston campus. However, depending on Institute needs, the position will need to travel to the Chicago Campus.

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.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.

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.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.

Preferred Qualifications: (Education and experience)

• Associate's or bachelor's degree in relevant field.
• Experience working in a fast-paced professional setting (e.g., a busy research center, non-profit, or a start-up environment).
• Administrative experience in a research center/setting.

Preferred Competencies: (Skills, knowledge, and abilities)

• High level of attention to detail and organizational skills.
• Proactive team player with strong ability to take initiative.
• Highest level of professionalism when interacting with both internal and external stakeholders.

Target hiring range for this position will be between $23.50-$27.50 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

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://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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