Program Assistant

Position: Program Assistant 3
Department: MED-Neurology

Salary/Grade: NEX/11

Target hiring range for this position will be between $19.89-$24.85 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.

Within the Ken and Ruth Davee Department of Neurology at Northwestern University Feinberg School of Medicine, we are committed to advancing neurological care, education, and research. We are seeking a highly organized and proactive Program Assistant to support physician leaders and the Department of Neurology.

In this dynamic role, you will serve as a key administrative partner, managing complex calendars for physician leadership, coordinating large-scale symposiums, and orchestrating physician recruitment visits that showcase the excellence of our institution. You will also help facilitate seamless meeting coordination and ensure timely processing of physician reimbursements.

This position is ideal for someone who thrives in a fast-paced academic environment, demonstrates exceptional attention to detail, and enjoys supporting high
-impact work that contributes to innovative patient care and groundbreaking research.

Join a collaborative team at one of the nation's leading academic medical centers and plan an integral role in supporting the mission of advancing neurological health."

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 dept 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; and/or 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.

Supervision

* Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

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.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://(Use the "Apply for this Job" box below).

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Work-Life and Wellness:

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