Program Assistant 3 - Evanston, United States - Northwestern University

Northwestern University

Verified Company

Evanston, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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. This is a hybrid position (3 days in Evanston office + 2 days remote). Evening and weekend hours needed for occasional events.

Please note:
Occasional off hours required for events. Must be able to lift and move up to 25lbs. Hybrid (3 days in office and 2 remote)

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.
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_
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision_
Coordinates work of receptionists, program assts, temporary/workstudy students, secretaries, research/clerical assts, interns, etc.
Miscellaneous_

Performs other duties as assigned.

Minimum Qualifications:

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

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

Target hiring range for this position will be between $ $27.16 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:

_:

_ 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._

_ Professional Growth & Development:

_:

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._