Department: MED-OME & Fac Devel
Salary/Grade: NEX/12

Job Summary:

Named after a prestigious woman in American medicine, the Augusta Webster, MD, Office of Medical Education (AWOME) is the heart of the medical school and a hub for many student activities. AWOME is charged with supporting students and faculty of Northwestern University Feinberg School of Medicine, including the academic, personal, and professional development of Feinberg medical students.

Providing operational support for the Student Research Program in the Augusta Webster Office of Medical Education (AWOME), the Program Assistant coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events.  Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.  The assistant will handle curricular documents/uploads, facilitate conference and travel logistics, and serve as a resource for students and faculty.

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.

�        5 years of administrative support or other relevant experience required.

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

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.

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