Program Assistant 3

Department: MED-Ctr Hlth Svcs Outcomes Res
Salary/Grade: NEX/11

Job Summary:

The Program Assistant will work in the Center for Health Services and Outcomes Research (CHSOR) within the Institute for Public Health and Medicine (IPHAM), both under the direction of Dr. Ron Ackermann, withing Northwestern University's Feinberg School of Medicine. CHSOR aims to generate new knowledge to improve healthcare practice, population health, and health equity and consists of 150+ dynamic and interdisciplinary faculty, staff, and trainees. This is an opportunity to help facilitate business operations for a large, academic research center by supporting the Center Director and Center Administrator through administrative operations such as; planning and executing center-wide events, maintaining communications via email, the website, and a bi-monthly newsletter, scheduling meetings, managing center calendars, making travel arrangements, assisting with general office management including ordering supplies and trouble-shooting day to day floor maintenance and technology issues. The CHSOR Program Assistant will also be responsible for financial operations including processing expense reimbursements, adding vendors in NU Financials, and submitting invoices for payment. CHSOR is co-located on a large, collaborative floor with two other IPHAM centers, the Center for Dissemination and Implementation Science, and the Center for Education in Health Sciences and the CHSOR program assistant will work closely with the high-performing administrative teams of these centers. The CHSOR program assistant can help drive the Center's friendly culture, and thus an impact on important public health research.

This position will operate out of Northwestern's Chicago Campus, and requires three days in the office.

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.
• Updates standard information/data within the application's content management program.

Accounting

• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Explains HR procedures.

Coordination

• Manages supervisor's and/or dept calendar.
• Coordinates travel arrangements.
• 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.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a scientific major or related; OR appropriate combination of education and experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Great organizational skills
• Ability to multi-task
• Detail oriented
• Strong follow-through and initiative
• Effective communicator to varied audiences
• Team player

Preferred Qualifications:

• Previous experience managing calendars in Outlook, ideally for a senior level faculty member.

Target hiring range for this position will be between $19.89 - 24.86 per hour. 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.

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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