Program Assistant 4, Local News Initiative

Department:
Medill - Administration

Salary/Grade: NEX/12

Coordinates a broad variety of administrative processes & activities for the Medill Local News Initiative. Chief among these is processing incoming and outgoing invoices, managing the numerous accounts of the LNI (including effective forecasting and planning), serving as a point of contact with vendors and contractors, planning and coordinating LNI events and managing LNI document and communication portals (both internal and external), including SharePoint, web site(s), social media channels and external publishing agreements.

This person also will ensure the LNI office operates efficiently in support of a hybrid team that located in different parts of the country.

• Manages incoming and outgoing invoices for Local News Initiative;
• Creates & monitors budget statements for all chart strings tied to the Local News Initiative.
• Assists in preparation of quarterly and annual budgets, including forecasts and reconciliations;
• Administers budgets and/or accounting balances for multiple awards;
• Administers budgets for awards /or dept which may include approving purchases, reimbursements /or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Maintains vendor contracts for LNI
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Completes journal entries, supported by access and training from Medill Budget Office.
• Resolves discrepancies & /or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.

• Coordinates large scale & /or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Manages supervisor's & /or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.

• Oversees creation, design & maintenance of website & /or social media 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.

• Coordinates administration of some HR actions, including from hiring to termination.
• Supports staff & /or academic searches.

• 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.

• Perform other duties as assigned

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

• Proven ability to manage office finances, including ideally in an academic environment with experience on grants and gifts

Target hiring range for this position will be between $21.48/hr - $26.85/hr offered hourly rate will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

• 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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