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Job Title: Program Assistant 4
Company Name: Northwestern University
Location: Evanston, IL United States
Position Type: Full Time
Post Date: 06/24/2022
Expire Date: 08/24/2022
Job Categories: Education, Other / General, Web Technology
Job Description
Program Assistant 4
Program Assistant 4

Northwestern University

Job ID: 45033
Location: Evanston, Illinois

Department: WCAS Global Health Studies Prg
Salary/Grade: NEX/12

Job Summary:

The Program Assistant provides key programmatic support to the Program in Global Health Studies by working directly with undergraduate students and faculty. This is a great position for someone that loves making connections—whether among students, opportunities, or our extended alumni community. Those interested in global health as an academic discipline or in practice are especially encouraged to apply. This position provides opportunities for international travel and offers a hybrid work schedule, with a mix of on-campus work and work from home. 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.

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.
• Coordinates the collection, analysis & reporting of required information for surveys and applications.
• Takes part in the development and implementation of corrective actions stemming from the results of surveys or other indicators.

• 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.
• Incorporates social media and networking into program/project aspects as appropriate.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained.
• Oversees maintenance of Global Health Portal (a conglomeration of global health related information from across the university) and Portal blog, ensuring up-to-date content & practicality of use for targeted audience & objective

• 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.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance

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.
• Provides support for Promotion & Tenure cases

• 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.
• Manages day to day operations of the office

• 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.
• Creates, nurtures &/or maintains relationships with program alumni to develop a network of enthusiastic participants in program initiatives
• Collaborates with other on-campus units to form/host co-sponsored events, initiatives, etc.

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.
• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
• Supervises and provides work direction to temporary/work-study students and other ad hoc employees of the program
• Performs other duties as assigned.
• Participates with area/unit senior staff in conceptualization, development and presentation of materials used in functional operations
• Ensures the program mission, values, guidelines, policies & procedures are implemented & maintained
• Identifies professional development opportunities that will better enable program to achieve its goals and objectives

Minimum Qualifications:
• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:
• Bachelor’s degree
• 1-2 years program administration or similar experience

To view the job posting and/or apply for the job, click here


At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
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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