Program Assistant 4|
Program Assistant 4
Job ID: 45033
Location: Evanston, Illinois
Department: WCAS Global Health Studies Prg
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 connectionswhether 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.
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.
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
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.
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
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.
1-2 years program administration or similar experience
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Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If youre 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.
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