Program Assistant 4

Department: NNaISE- NU National Lab Inst

Salary/Grade: NEX/12

Job Summary:

Laboratories Institute for Science and Engineering (NNaISE).

NNaISE is a new institute within the office for Research established to advance interdisciplinary research collaborations between Northwestern and National Laboratories including, but not limited to, Argonne and Fermilab.

The PA4 coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

In addition to the responsibilities mentioned above, the PA4 assists with: set up of workshops and brown bags; assists in the preparation of the Institute's annual report.

Please note: May be times where required to come in early and/or to stay late to accommodate workshops. May be required travel to Argonne National Laboratory, Lemont, IL for meetings and workshops.

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.

• Organizes information in ways that promotes & encourages use of site.

• Gathers information regarding programs, events, etc.

• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

• Completes journal entries.

• Creates & monitors budget statements.

• Verifies that charges are accurate & posted to the appropriate account.

• Reconciles accounts.

• Resolves discrepancies &/or outstanding encumbrances.

• Assists in balancing accounts at close of fiscal year.

• Assists in preparation of annual budget.

• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Coordinates administration of all HR actions from hiring to termination.

• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor's &/or dept calendar.

• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.

• Sets-up & cancels meetings based on knowledge of subject & attendees.

• Coordinates large scale &/or complex events.

• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.

• Reviews & prioritizes applications.

• Refers students to appropriate resources.

• Counsels students regarding alternatives for course requirements.

• Participates in evaluation of program & curriculum planning.

• Recommends & implements administrative & procedural changes.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

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

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

Preferred Qualifications:

• Bachelor's degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Business Administration and/or Financial experience a plus.
• 3 or more years administrative experience
• 1 or more years NU Financials experience

Preferred Competencies: (Skills, knowledge, and abilities)

• Working knowledge of accounting and business principles, methods, and techniques; strong analytical and mathematical skills; critical thinking and problem-solving skills

• Ability to prioritize work for self; strong organizational and interpersonal skills; adeptness at handling detail; ability to multitask and resourcefulness is key

• Excellent communication and customer service skills, the ability to write clearly and concisely for various mediums is desirable, ability to maintain composure during high stress situations, and ability to work with varying personalities and staff requirements

• Ability to maintain highly confidential information on a variety of sensitive subjects

• Strong software knowledge and website content management - Cascade, Drupal strongly preferred.

• Excellent attention to detail

• Works well under pressure

• Good negotiation skills

• Excellent oral and written communication skills

• Excellent management and organizational skills

• NU Financials (PeopleSoft)

• Database creation and maintenance

• Website maintenance/modification.

• Works well alone and in a team

Target hiring range for this position will be between $23.50-$27.50 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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