Department: CSB - Ctr for Syn Bio Salary/Grade: NEX/12
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.
The Program Assistant will manage the administrative functions for the brand new NSF-sponsored Synthetic Biology Across Scales (SynBAS) graduate training program in synthetic biology at Northwestern University. Join a team dedicated to training the next generation of synthetic biologists that will tackle some of the most pressing global challenges related to sustainability, energy, bioproduction and health that will fuel the growing bioeconomy. The SynBAS training program is housed in the Center for Synthetic Biology at Northwestern – an emerging leader in the field consisting of a vibrant community of over 150 faculty, staff, students and post-docs that are working to make an impact for a sustainable future through the responsible engineering of biology.
The Program Assistant will provide administrative and technical assistance in a broad variety of processes related to the training program including: working with and coordinating activities among SynBAS leadership, committees, student groups, staff and external evaluators; supporting graduate trainees within the program and maintaining connections to trainees that have completed the program; recruiting and retaining a diverse group of trainees; managing grant finances; communications including program advertising and webpage maintenance; preparing and compiling technical progress reports and documentation; helping to organize community events such as annual retreats and community building events; administrative tasks such as scheduling, travel arrangements and expense reports; and integrating with similar Program Assistants in similar training programs at other Universities to learn and implement best practices.
This is a 3-year term position. Opportunity for renewal will be based on performance and available funding.
Documents & Databases:
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Prepares and compiles technical reports and documentation including annual reports, graduate certificate descriptions, recruitment materials and program publications.
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.
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Creates checklists of student program requirements and keeps track of their progress.
Manages student grant support.
Design/implement professional development programs.
Manage student-led mentorship pairings.
Maintain connection to student’s post-program participation.
Plan and implement recruitment and retention strategies for trainees, including coordination with other departments, programs and University offices.
Performs other duties as assigned.
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.
Bachelor of Arts or Science
2 years of administrative experience or other relevant experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Technical writing and communication skills, strong organization skills, and familiarity with a online collaboration tools such as Zoom, Trello, Slack, Google Drive/Box.
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: 39648
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.