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.
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.
Drafts materials for meetings and takes minutes.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Approves appropriate expenses, purchases and reimbursements per budget.
Verifies appropriateness and accuracy of charges.
Manages supervisors and/or department calendar.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Coordinates events which may include scheduling rooms and guest speaker and arranging for routine materials, technology and refreshments.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Verifies invoices and expense reports; and/or reconciles to budget.
Orders lab and other supplies.
Maintains records of purchase orders and items received
Performs other duties as assigned.
Represents the department, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to inquiries.
Researches information to resolve problems or issues.
Responds to unanticipated & complex issues.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Advanced knowledge of word processing, spreadsheet, email, social media applications, reference management and database software programs is required. (Office Suite, Office 365, PeopleSoft, SharePoint, EndNote)
Minimum Competencies: (Skills, knowledge, and abilities.)
Strong written and verbal communication skills; writes precise, well-organized email and letters.
Well-organized; strong attention to detail; Demonstrates ability to work on multiple projects at the same time.
Ability to troubleshoot, problem solve.
Excellent interpersonal skills. Facilitates open and effective communication, cooperation, and teamwork within and outside of the lab; respects the needs and contributions of others.
Must understand and follow through on objectives in a timely and effective manner.
Anticipates demands/ pressures of assignments and adjusts accordingly.
Self-directed, flexible, and adaptable.
Displays consistency and success in adhering to deadlines.
Experience performing executive level administrative support duties in a fast-paced environment.
A bachelor's degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
Proficient in Mac and PC environments.
Experience in a research setting or higher education.
Experience with grant submission processes.
Preferred Competencies: (Skills, knowledge, and abilities)
Proven ability in project management; ability to expedite projects.
Display professional attitude; act diplomatically and handle challenging situations in a tactful and responsive manner.
Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative. Resourceful, approachable, self-starter who builds strong working relationships.
Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Ability to compose, proofread and edit various communications and documents.
Must have excellent computer skills, including MS Office and data-basing.
High degree of judgment, tact, and diplomacy.
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: 38559
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.