Department: MED-Institute for Public Health & Medicine Salary/Grade: NEX/10
The Institute for Public Health and Medicine (IPHAM) within Northwestern’s Feinberg School of Medicine was founded in 2012 with a vision to achieve the best possible health for all people and is comprised of 16 public health research centers. IPHAM is recruiting a Program Assistant 2 to administratively support IPHAM’s Faculty Director and Administrative Director. This position will report to IPHAM’s Professional Affairs Administrator and assist with human resources, special projects, events, website maintenance, expense reports, etc. The preferred candidate will be a strong communicator who is organized, detail-oriented, and able to manage up.
Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar.
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Investigates & resolves discrepancies.
Completes routine payroll actions.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Coordinates supervisor's &/or dept calendar.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Strong organizational skills and the ability to multi-task
Strong initiative and follow through
Effective communicator to varied audiences such as students, staff, faculty, and public figures, etc.
Positive attitude and the ability to be a team player
Previous experience managing calendars in Outlook, ideally for a senior level faculty member
Preferred Competencies: (Skills, knowledge, and abilities)
Preferred knowledge of or interest in public health or policy, healthcare, research, health disparities, etc.
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: 40603
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.