Program Assistant 3

Department: MED-Impact Institute
Salary/Grade: NEX/11

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

Job Summary:

The Program Assistant 3 position (PA3) reports to the Institute Administrator and is an essential role supporting the daily operations of Impact Institute. This role coordinates space and office logistics, as well as supports the administrative operations and financial processing for the Impact Institute. The job scope encompasses Space & Facilities, Safety, Logistics, HR, Finance, Events, and Programming. This role also collaborates with central offices such as but not limited to IT & A/V Services, Procurement, Purchasing, HR, etc.

The PA3 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. The PA3 creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisors of critical issues and upcoming events.

• This essential position is fully in-person during standard business hours, Monday through Friday, without the option to work remotely.
• This role supports offices, conference rooms, and shared spaces for the 14th and 15th floors occupied by the Impact Institute, The Center for AIDS Research (CFAR), and the Institute for Artificial Intelligence in Medicine (IAIM)
• This position will also work closely with the Assistant Director of Communications and Programming to support programming and events.
• Successful candidates will thrive in a representative role, be self-directed, and able to work with leaders across a wide range of management styles.
• This role requires excellent customer service skills, solid problem-solving skills, an ability to proactively communicate, and an attentive focus to detail and timelines.

To ensure full consideration, applicants must submit a resume and cover letter as part of their application.

Founded in 2015, the Impact Institute at Northwestern University conducts research on the health of LGBTQ populations. We are committed to improving lives through pioneering research, data-driven evaluation, and evidence-based implementation strategies that promote health for all. Building on more than a decade of community-engaged work, the Impact Institute leads scientific innovations that advance health knowledge, transform healthcare delivery, and support thousands of individuals and families.

Please note: The Program Assistant (Front Desk Coordinator) is expected to work on site in-person without the option to work from home. This role's workspace is the front desk at the Impact Institute's main entrance and will represent the Impact Institute to all external and internal visitors received.

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.
• Prepares forms.
• 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.

Human Resources

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

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.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Knowledge of basic computer skills, familiarity with Windows environment, Zoom, and Microsoft 365 suite of most common apps, including SharePoint, Outlook, OneDrive, Word, Excel, PowerPoint.
• Experience in an administrative support role in an academic setting.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to interact with participants of diverse backgrounds.
• Demonstrated ability to take ownership of duties, possessing initiative, and reliable follow-through.
• Excellent communication skills with effective spoken and written communication.
• Ability and willingness to independently and resourcefully solve problems.
• Strong coordination skills and the ability to prioritize tasks.
• Effective time management skills.
• Demonstrated attention to detail and ability to adhere to instructions/procedures.
• Strong computer skills and ability to adapt to new technology are essential.

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 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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