Program Assistant 3

Department: MED-Inst for Pub Health & Med
Salary/Grade: NEX/11

Job Summary

The Institute for Public Health and Medicine (IPHAM) is the nexus for all public health activities at the Feinberg School of Medicine. We aim to accelerate innovation at the interface of medicine and public health with measurable improvements for patients and the population. With more than 600 members across 51 departments and divisions, it acts as a hub for investigators to find resources for innovation, collaborators across disciplines, and training and career development opportunities. IPHAM's 18 thematic centers, each with their own members and robust research portfolio, are all dedicated to impacting the community through their unique lens.

This role will provide administrative support for the IPHAM Faculty Director, Administrative Director, and Associate Institute Administrator.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Updates standard information/data within the application's content management program.

Accounting

• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolve hiring, termination, etc. processing problems.
• Explains HR procedures.

Coordination

• Manages supervisor's and/or dept calendar.
• Coordinates travel arrangements.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Research information to resolve problems or issues.

Miscellaneous

• Performs other duties as assigned

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Great organizational skills
• Ability to multi-task
• Detail oriented
• Strong follow-through and initiative
• Effective communicator to varied audiences
• Team player

Preferred Qualifications: (Education and experience)

• Previous experience managing calendars in Outlook, ideally for a senior level faculty member.

Target hiring range for this position will be between $19.89 - 24.86 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.

#LI-JP1