Program Assistant 4 (2-year Term

Department: TPI - Thriving Planet Inst

Salary/Grade: NEX/12

Northwestern University has launched the Thriving Planet Institute (TPI), a new institute aligned with the University’s strategic priority to lead in sustainability. TPI is dedicated to advancing interdisciplinary research and education at the intersection of environmental systems and health, recognizing the interconnected nature of interventions that affect water, land, and air, and impacts on human health. Through this integrated approach, the Institute seeks to develop innovative solutions that promote both planetary and human well-being.

The Program Assistant 4 coordinates 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. 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.

The Program Assistant 4 will provide primary administrative support for the Northwestern Center for Water, which is part of TPI, and work with other TPI administrative staff. Beyond the administrative processes and activities listed above, the Program Assistant will manage, track, and report Water Center expenditures, coordinate with internal and external partners, facilitate student water programs and events, and manage communications including promoting events and managing NU Water’s website and social media accounts.

This is a 2-year term position. Opportunity for renewal will be based on performance and available funding.

• 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.

• 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.

• 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.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administers budgets &/or accounting balances for multiple awards.

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

• 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.
• 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.

• 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.

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

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

Performs 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.
• Proficiency with common website maintenance/modification software (e.g., Cascade, Word Press) and social media platforms

• Bachelor's degree or higher
• 6 or more years…