The Program Assistant 3 coordinates administrative processes & prioritizes, directs, & responds to business matters involving administrative functions associated with education, research, &/or operations for the Division of Reproductive Science in Medicine and the Women’s Health Research Institute. Creates & maintains associated documents, spreadsheets, databases, meetings, special events, etc. & alerts supervisor of critical issues & upcoming events.
Serves as right hand person and provides assistance to the Division Chief. Manage her &/or dept calendar including registration & travel. Facilitating confidential &/or critical information; responds to unanticipated and complex issues/projects. Updates her on critical issues and upcoming events. Collects and organizes materials related to meetings and reviews them with the Division Chief in advance of appointments. Manages the Division Chief busy calendar and prioritizes appointments to manage workflow.
Drafts/edits documents that require exercise of judgment. Gathers information, creates, writes, formats and edits letters, recommendations, manuscripts, program summaries, progress reports, policy proposals, grant proposals, abstracts, etc.
Independently responds to & composes correspondence. May create & maintain standard spreadsheets &/or databases & prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources; determines format, elements, trends, etc. based on supervisor’s information such as: NIH biosketch, CV, publications, media reports, candidates, etc.
Assists the registry coordinator. Answers calls and emails regarding the registry, sends out monthly renewal notifications via US postal service, ensures automated email notification system is operating properly, enter data from paper versions that are mailed back to the office, relays any problems with the online survey to the registry coordinator
Maintains websites &/or blogs which may include creating new web pages &/or updating standard information/data within the application’s content management program. Assists in the production and dissemination of a monthly e-newsletter via Constant Contact.
Manage logistics for the monthly research forums hosted by the Institute, including scheduling facilities and speakers, catering and travel; direct Institute volunteers helping with registration; responsible for invitations, registration and follow-up survey to 170+ guests at each forum; responsible for completing and submitting forms to IL Nurses Association required to obtain contact hour for nurses attending forum; designs and disseminates promotional materials for each forum. Coordinates payment of speaker fees and expenses; maintains spreadsheet on cost, attendance, speaker name and topic.
Organizes & coordinates events which may include creating timelines; collecting agenda items & background materials; creating registrant profiles; coordinating complex itineraries involving domestic &/or international travel, advertising, international travel arrangements, catering etc. May prepare annual event, conference &/or meeting budget; verify invoices & expense reports; &/or reconcile to budget. Maintains and coordinates the videoconferencing calendar and room, sets up the conference room. Provides on-site support as necessary.
Screens & prioritizes incoming calls. Responds to inquiries & may provide basic interpretation of policies & procedures. Researches information to resolve problems or issues.
Performs other duties as assigned.
A bachelor’s degree or high school diploma plus 2 years of administrative support experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
5 years of administrative experience.
Preferred Competencies: (Skills, knowledge, and abilities)
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 37746
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.