The Program Assistant 3 provides administrative support for the senior associate vice president and chief operating officer for Alumni Relations and Development (ARD) as well as an executive director on ARD’s Operations team. The role includes calendar management, report creation and maintenance, project management, and problem-solving. The program assistant must be comfortable managing a complex schedule and handling multiple projects in a fast-paced environment. Initiative, attention to detail and pride in a job well done are extremely important.
Independently responds to and composes correspondence. May create and maintain standard spreadsheets and/or databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc.
Approves appropriate expenses, purchases and reimbursements per budget. Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes; updating financial transaction spreadsheets and databases. Generates summary reports and statistics. May process routine payroll actions. May maintain accounting balances for grants/contracts.
Manage supervisor's and/or dept calendar including registration and travel. Organizes and coordinates events which may include creating timelines; collecting agenda items and background materials; creating registrant profiles; coordinating complex itineraries involving domestic and/or international travel, etc. May prepare annual event, conference and/or meeting budget; verify invoices and expense reports; and/or reconcile to budget.
Responds to inquiries and may provide basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
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.
Ability to handle sensitive and confidential information with utmost discretion.
Attention to detail.
Bachelor’s degree preferred.
Preferred Competencies: (Skills, knowledge, and abilities)
Strong communication skills, experience with reporting and/or analyzing information.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35570
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.