Program Assistant 3 (3-year Term)

Department: Trienens Institute Salary/Grade: NEX/11 Job Summary 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. The Paula M. Trienens Institute for Sustainability and Energy is seeking a highly detail‑oriented Program Assistant to support a new program that awards funds to faculty to accelerate global sustainability and energy innovation. This position will assist in organizing incoming proposals, follow up with faculty if more information is required, complete purchase orders for supplies and capital equipment, process expense reports, assist with financial reconciliations, and aid in organizing and staffing large Institute events. This is a term position ending on 8/31/2029. Opportunity for renewal will be based on performance and available funding. Occasional evening, weekend, or flexible hours may be required to support a meeting, event, or student recruitment. 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. Processes routine payroll actions. Maintains accounting balances for grants/contracts. Human Resources Initiates full range of HR actions such as new employee department orientation. Resolves hiring, termination, etc. processing problems. Drafts job descriptions. Explains HR procedures. Coordination Manages supervisor's and/or department 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. 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 Coordinates work of receptionists, program assistants, temporary/work‑study students, secretaries, research/clerical assistants, interns, etc. 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 Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience. Experience working at a University. Able to set priorities, organize workflow, work independently on assigned projects, and collaborate in a hard-working, small-team environment, demonstrating an exceptional work ethic and following through on initiatives. Punctual and reliable, with the ability to meet deadlines, strive for continuous improvement, solve problems quickly, and think outside of the box. Rigorous attention to detail. Preferred Competencies (Skills, knowledge, and abilities) Knowledge and experience with financial management. Excellent communications (written and verbal; communicates clearly, politely, and effectively), interpersonal, organizational, and time-management skills. Willingness to take on new tasks and accommodate last minute requests. Knowledge/familiarity/interest in energy and sustainability (science, policy, economics, etc.), particularly with respect to one or multiple core focal areas for the Institute: Climate Science and Carbon Management, and Resilient Communities. Target hiring range: $22.00–$25.00 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 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. Comprehensive overview of available benefits and eligibility details is available at Work‑Life and Wellness Northwestern offers comprehensive programs and services to help employees and families navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles. Flexible work arrangements and programs to assist with childcare and senior/adult care are available. More information at Professional Growth & Development Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. Resources and tools for professional potential and formal education are available at Equal Opportunity Employer Statement Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. 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. Additional information on the accommodations process is available online. #J-18808-Ljbffr Northwestern University