Program Assistant

Position: Program Assistant 4
Department: MED-Buehler Center - BCHPE

Salary/Grade: NEX/12

Job Summary:

The Buehler Center for Health Policy and Economics within the Institute for Public Health and Medicine (IPHAM), Northwestern Feinberg School of Medicine helps foster high-quality, policy-relevant economic research and disseminate it widely to decision-makers in the public and private sectors. Our vision is to serve as a leading hub for health policy and economics research, with a commitment to fostering innovation, driving positive change, and contributing to the betterment of public health on a global scale.

Through collaboration, education, and outreach, we aim to empower decision-makers with the knowledge and tools necessary to build a healthier, more equitable world for all.

The Buehler Center is recruiting a Program Assistant 4. The successful candidate will be dependable, organized, and comfortable working in a collaborative, fast-paced academic environment with multiple competing priorities. As a primary point of communication for the Center, this role is best suited for someone who exercises sound judgment, communicates professionally and proactively, adapts to evolving operational needs, and contributes positively to a responsive, team-oriented office culture.

This position is responsible for coordination of a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. This person reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. Serves as the primary in-office contact for administrative operations including guest access, conference room operations, IT coordination and other in office duties as needed. This is a hybrid role requiring on-campus presence three days per week.

Specific Responsibilities:

Documents & Databases

* Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

* Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

* Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.

* Organizes information in ways that promotes & encourages use of site.

* Gathers information regarding programs, events, etc.

* Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website/increase Buehler Center's media footprint

Accounting

* Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

* Completes journal entries.

* Creates & monitors budget statements.

* Verifies that charges are accurate & posted to the appropriate account.

Human Resources

* Coordinates administration of HR actions from hiring to termination.

* Supports staff &/or academic searches.

* Recommends & implements changes to administration of HR procedures for unit/dept.

Coordination

* Manages calendar - supervisor's &/or dept.

* Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.

* Sets-up & cancels meetings based on knowledge of subject & attendees.

* Coordinates large scale &/or complex events.

* Ensures that all logistics have been completed such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc.

Contacts

* Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.

* Responds to unanticipated & complex issues.

Miscellaneous

Performed other duties

Minimum Qualifications:

(Education, experience, and any other certifications or clearances)

* HS…