Program Assistant 2

Provides a variety of administrative and clerical support for the running of an interdisciplinary research institute, and clerical support for a group of faculty related to this institute. The work may include drafting & typing letters, forms reports, charts using word processing software, spreadsheets etc.; updating webpages with material provided; helping coordinate events; basic bookkeeping; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar. This is a 1-year position, with renewal contingent on funding.

Responsibilities

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

• Coordinates content maintenance of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.
• Completes routine payroll actions.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, etc.

Minimum Qualifications

• A high school diploma or equivalent required.
• 2 years of administrative support or other relevant experience required.

Minimum Competencies

• Intermediate knowledge of word processing, spreadsheet, email, web, and database software programs is required.

Preferred Qualifications

• Experience in faculty affairs
• Experience supporting research work

Preferred Competencies

• MS Office Suite
• Attention to detail

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.