Program Assistant 3

Department: MED-Ctr for Educ in Hlth Sci

Salary/Grade: NEX/11

Job Summary:

This position supports day-to-day operations for the Center for Education in Health Sciences. The Center houses four master's programs (Public Health, Epidemiology, Biostatistics, and Health Services and Outcomes Research), and one PhD program (Health Services Integrated PhD), and the Integrated Postdoctoral Fellowship in Health Services & Outcomes Research. The person in this position will coordinate administrative processes and prioritize, direct, and respond to business matters involving administrative functions associated with the Center’s education programs.

They will create and maintain associated documents, spreadsheets, databases, meetings, and special events, and alert supervisors of critical issues and upcoming events.

Specific Responsibilities:

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.

Website

Maintains websites and/or blogs.

Accounting

Approves appropriate expenses, purchases and reimbursements per budget.

Creates and maintains financial records.

Prepares forms.

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.

Coordinations

Manages supervisor's and/or dept calendar.

Manages registration and travel.

Organizes and coordinates 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.

Prepares annual event, conference and/or meeting budget.

Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

Responds to inquiries.

Provides basic interpretation of policies and procedures.

Researches information to resolve problems or issues.

Student Services

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.

Miscellaneous

Performs other duties as assigned.

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

A high school diploma or its equivalent along with 4 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

Microsoft Office Suite

Preferred Qualifications: (Education and experience)

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree

Administrative and/or higher education experience

Target hiring range for this position will be between $19.89 - 25.64 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 and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs.

For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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