Program Assistant 3 - Hybrid Schedule

Job Summary

Captures administrative processes and prioritizes, directs, and responds to business matters involving educational, research, and operational administrative functions. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc., and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities

• 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.
• Website
• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application’s content management program.
• Accounting
• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.
• Submit financial requisitions, payment requests, and travel expense reimbursements
• Human Resources
• Initiates full range of HR actions such as new employee dept orientation.
• Solves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.
• Coordinations
• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coodinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Maintain shared lab resources
• Arranges lab equipment service and repairs
• Monitor and renew equipment service contracts
• Contacts
• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Student Services
• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.
• Supervision
• Cooordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
• Performs other duties as assigned.
• Miscellaneous
• Performs other duties as assigned.

Minimum Qualifications

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Preferred Competencies

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Experience with Epic Systems;
• Attention to detail;
• Well organized;
• Ability to work with faculty, staff, and students;
• Reliable.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html.

Work-Life And Wellness

Northern Illinois University 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

Northern Illinois University 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.

EEO Statement

Northern Illinois University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northern Illinois University’s non-discrimination statement.