Program Assistant 3 - Hybrid Schedule

Administrative Coordinator

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.

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.
• 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. Submit financial requisitions, payment requests, and travel expense reimbursements.
• Human Resources: Initiates full range of HR actions such as new employee dept orientation. Resolves 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. 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.
• Maintain shared lab resources: Arrange 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: Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc. Performs other duties as assigned.
• Coordinate clinical patient appointments: Monitor clinic schedules. Transmit clinic notes to referring physicians. Scan and upload patient records into Epic system. Assemble research kits.
• 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 Competencies: (Skills, knowledge, and abilities) Experience with Epic Systems; attention to detail; well organized; ability to work with faculty, staff, and students; reliable.

Salary/Grade: NEX/11 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 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.