Program Assistant 3
Job Summary
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor 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.
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.
- Processes routine payroll actions.
- Maintains accounting balances for grants/contracts.
Human Resources
- Initiates full range of HR actions such as new employee dept orientation.
- Resolves hiring, termination, etc. processing problems.
- Drafts job descriptions.
- Explains HR procedures.
Coordinations
- Manages supervisor's and/or dept calendar.
- Manages registration and travel.
- Organizes and coordinates events which may include creating timelines.
- 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
- Screens and prioritizes incoming calls.
- 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.
- Recommends alternatives for course requirements.
- Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision
- Coordinates work of, temporary/work-study student(s)
Minimum Qualifications
- A high school diploma or its equivalent along with 4 years of administrative support experience is required.
How to apply:
External applicants can visit Northwestern's Career Website and use the following information to begin applying:
- Job ID: 44816
- Location: Evanston, Illinois