at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50400
LocationEvanston, Illinois
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Department: MCC Materials Science & Engg
Salary/Grade: NEX/12
Job Summary:
Program Assistant coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with the operation of the PI (Monica Olvera de la Cruz) group.Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts PI and supervisor of critical issues and upcoming events. Maintains PI calendar and scheduling as well as arranging all PI travel and reimbursements. Additionally assists with maintaining PI CV and bios and supports letter writing activities.
This is a one-year term appointment eligible for renewal based on performance and funding.
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.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
A degree in Science or Engineering is preferred, or technical such as Mathematics or Economics
Target hiring range for this position will be between $20.85 - $29.33 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... For full info follow application link.
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.
