Program Assistant , Rheumatology

Overview

Job : 53105

Location: Chicago, Illinois

Department: MED-Rheumatology

Salary/Grade: NEX/11

The Division of Rheumatology is seeking a Program Assistant III (PA3) to serve in the primary key support role coordinating the Rheumatology Fellowship Program and divisional general medical education. If you have an interest in medical education and professional affairs, and enjoy planning and organizing, this could be the opportunity for you. As part of the core divisional administrative team, this role works closely with the Fellowship Program Director, fellows, Division Administrator, and other students/trainees, as well as other faculty and staff members.

Externally, the PA3 liaises on behalf of the program with the Graduate Medical Education offices at Northwestern Medicine and Northwestern University, the Jesse Brown VA Medical Center, and potentially other collaborating institutions.

Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinations

• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• 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; reconciles to budget.

Contacts

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

Student Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 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.

Preferred Qualifications:

• Bachelor's degree in a related field.

Preferred

Competencies:

(Skills, knowledge, and abilities)

• Skill/knowledge at an advanced level for Microsoft Office
• Skill/knowledge at an advanced level for Adobe suite of software, including Illustrator and Photoshop.
• Skill/knowledge with web content editing and/or HTML.
• Action oriented - Willing or likely to take practical action to deal with a problem or situation.
• Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
• Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
• Meets deadlines - Displays consistency and success in adhering to deadlines.
• Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
• Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

Target hiring range for this position will be between $19.89 - 27.97 per hour. Offered salary will be determined by the applicant's…