Program Assistant

Position: Program Assistant 3
Department: WCAS Chemistry

Salary/Grade: NEX/11

Job Summary:

The Department of Chemistry seeks a Program Assistant to provide comprehensive support to faculty and their research groups. This position coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. A successful candidate must be calm under pressure and comfortable working independently, responding to evolving priorities, and maintaining professionalism while supporting busy faculty members and research groups.

This role requires adaptability, exceptional communication and organizational skills, strong attention to detail, and the ability to manage multiple priorities.

This is a full-time position at 37.5 hours per week. This position works a hybrid schedule, with some onsite work and some remote work. More information will be discussed during the interview.

The target hiring range for this position will be between $21-26 per hour which is $41,107 - $50,895 per year. 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. 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.

Specific Responsibilities:

Administrative & Operational Support:

* Provide day-to-day administrative support for faculty, research staff, and students. Draft and respond to correspondence and maintain organized records and documentation. Create and maintain spreadsheets and databases used to track operational, research, and financial information.

Financial & Compliance Support:

* Process expenses, purchases, and reimbursements in accordance with budgets and institutional policies. Prepare documentation related to research awards, compliance, and administrative requirements.

Human Resources & Personnel Support:

* Coordinate hiring and appointment processes for new staff, temporary employees, interns, and research personnel. Track research appointments and manage onboarding, departures, and reappointments in accordance with deadlines. Serve as a liaison between faculty, research groups, and administrative offices.

Coordination, Events & Travel:

* Manage calendars and coordinate meetings for faculty and research groups. Coordinate domestic and international travel arrangements and registrations. Prepare and submit travel and expense reports in compliance with institutional guidelines. Coordinate and support colloquia.

Student & Research Group Support:

* Provide administrative support to students and research teams across a range of activities including ordering, shipping coordination, and research safety documentation. Provide support to all group members. Facilitate departures of lab members. Update group website.

Miscellaneous

Performed other duties

Minimum Qualifications:

* A high school diploma or equivalent required.

* 4 years of administrative support or other relevant experience required.

Minimum

Competencies:

* Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

* Bachelor's degree

Preferred

Competencies:

* Excellent verbal and written communication.

* Strong attention to detail.

* Ability to work independently and exercise sound judgment.

* Ability to manage and prioritize multiple projects.

* Strong problem-solving and organizational skills.

* Previous experience working in higher education.

* Familiarity with Northwestern enterprise systems such as MyHR, NUFinancials, Cognos, CAESAR, 25

Live/RES.

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…