Department: NAISE - NU ANL Inst Sci Eng Salary/Grade: NEX/12
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 is one of the administrative positions in NAISE (Northwestern Argonne Institute of Science and Engineering), a collaboration between Northwestern University and Argonne National Labs. As a member of the NAISE team, in addition to those responsibilities mentioned above, the Program Assistant 4 will perform and complete monthly reconciliations, assist with event coordination as needed, set up meetings, monitor/track joint appointments, make website updates/additions, and create and monitor database and budgets.
This is a term position with an end date of 12/31/2023. Opportunity for renewal will be based on performance and available funding.
May be times where required to come in early and/or to stay late to accommodate workshops. May be required travel to Argonne National Laboratory, Lemont, IL for meetings and workshops
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.
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.
Sends out Tweets as needed
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administer budgets &/or accounting balances for multiple awards.
Coordinates administration of all HR actions from hiring to termination.
Assists DO/BA3 with administrative maintenance for joint appointment and payment processes.
Reviews payrolls transactions in myHR for balances, appointment approvals.
Works with International Office for hires that require visas
Works with Risk Management ensuring visitors and new staff have appropriate insurance coverage
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.
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.
Serves as the key liaison between Northwestern and Argonne. Maintains a repository of processes and personnel contacts at NU and Argonne to help units in both institutions manage personnel interactions and movement between the two institutions.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Business Administration and/or Financial experience a plus.
3 or more years administrative experience
1 or more years NU Financials experience
Preferred Competencies: (Skills, knowledge, and abilities)
Working knowledge of accounting and business principles, methods, and techniques; strong analytical and mathematical skills; critical thinking and problem solving skills
Ability to prioritize work for self; strong organizational and interpersonal skills; adeptness at handling detail; ability to multitask and resourcefulness is key
Excellent communication and customer service skills, the ability to write clearly and concisely for various mediums is desirable, ability to maintain composure during high stress situations, and ability to work with varying personalities and staff requirements
Ability to maintain highly confidential information on a variety of sensitive subjects
Excellent attention to detail
Works well under pressure
Good negotiation skills
Excellent oral and written communication skills
Excellent management and organizational skills
NU Financials (PeopleSoft)
Database creation and maintenance
Works well alone and in a team
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 38732
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.