Program Assistant 3

Department: WCAS Chemistry
Salary/Grade: NEX/11

Job Summary:

This Program Assistant 3 position in the Chemistry Department is a full-time, 37.5 hours per week position; and works on-site 3 days per week and two days remotely. The target hiring range for this position will be between $19.89 - $27.97 an hour or $38,935 to $54,751 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data. 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. Perform all administrative tasks related to support of faculty members and their research groups utilizing a high degree of initiative in a self-directed environment.

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.
• Drafts and tracks letters of support, recommendation letters
• Maintains up-to-date files of research proposal documents

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.
• Prepares forms related to award and policy compliance
• Communicates changes and transactions to the Business Office regarding but not limited to personnel and funding
• 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. Coordinate with Business Office regarding account balances and deficits.
• Coordinate with Business Office regarding account balances and deficits.

Human Resources

• Initiates, prepares and submits appointment forms and required documentation for new hires, temporary employees and interns.
• Tracks research appointments and coordinates communication with faculty and appropriate staff regarding departures and reappointments. Submits reappointment forms in a timely fashion, adhering to deadlines.
• Onboards new lab personnel
• Acts as liaison between faculty, research groups, business office and other departmental and university personnel. Communicate any issues.

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.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Submits expense reports in adherence with the travel and expense policy, within required timeframe.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Acts and liaison with business office, vendors, and other internal and external customers.

Student Services

• Provides a variety of administrative support for students and research groups,
• Research group procedure guidance, order placement and tracking, shipping, research safety, information on general university administrative functions and policy compliance. Provide guidance to group members for them to submit expense reports and complete other administrative tasks

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• Bachelor's degree

Benefits:
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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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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