The Program Assistant 3 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.
Works with department members to compile information for annual space survey
Collects and organizes faculty vita updates and promotion and tenure packages
Website
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Accounting
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
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.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Serve as liaison person with Facility Management concerning equipment moves, lab startups, and other special projects.
Act as key contact to coordinate FM projects within science buildings, keeping our users updated with schedules and impact of FM work. In this role it is particularly critical that he represents the faculty concerns and needs to ensure that there are no negative impacts to their research
Serves as the primary contact for capital equipment tagging, annual equipment inventory, and large equipment disposals.
Serves as the Chair’s Assistant in managing all needed tasks, including but not limited to, planning special events, collating responses to department inquiries, handling room reservations, and other tasks as assigned.
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.
Reviews administrative processes and procedures regarding student services and recommends changes.
Supervision
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
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.
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. Click for information on EEO is the Law.
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Internal Number: 42044
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.
