The Program Assistant 2 helps support several labs in the Department of Psychiatry and Behavioral Sciences. Key responsibilities include:
Providing a variety of clerical & administrative support to labs; which includes but is not limited to: 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
Processing payments, and invoices following departmental guidelines,
Assisting department HR team with lab staff and volunteer onboarding
Acting as a liaison with labs and department administration regarding purchasing, and other items dictated by department administration,
Assisting in departmental events and activities, as needed
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Completes routine payroll actions.
Maintains inventory & orders supplies.
Resolves payment & delivery problems.
Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Assist with onboarding of staff and volunteers
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.
Completes registration & travel arrangements.
Arranges for routine technology & refreshments for meetings.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Contacts repair personnel as requested for copy machine, lab equipment, etc.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 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.
Demonstrated ability to work on multiple projects simultaneously
Strong oral and written communication skills
Bachelor’s degree and four years in an administrative support role in an academic environment with 2 years direct experience in office administration or the equivalent combination of education and experience where comparable knowledge, skills and abilities can be acquired.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of university business operations and research compliance requirements
Familiarity with federal funding agency rules and regulations
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.
Internal Number: 41251
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.