Program Assistant 3

at  Northwestern University

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.

MINIMUM QUALIFICATIONS: (EDUCATION, EXPERIENCE, AND ANY OTHER CERTIFICATIONS OR CLEARANCES)

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

MINIMUM COMPETENCIES: (SKILLS, KNOWLEDGE, AND ABILITIES.)

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

PREFERRED QUALIFICATIONS: (EDUCATION AND EXPERIENCE)

• Bachelor’s degree or equivalent combination of education, training, and experience from which comparable skills can be acquired

PREFERRED COMPETENCIES: (SKILLS, KNOWLEDGE, AND ABILITIES)

• Excellent customer service. Excellent communication, organizational skills. Attention to detail. Ability to work with a diverse workforce
  Target hiring range for this position will be between $19.89 to $27.97 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.

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.

Human Resources

• Resolves hiring, termination, etc. processing problems.

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.

Supervision

• Performs other duties as assigned.