The Program Assistant 2 provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; and/or managing supervisor's &/or department calendar.
The Program Assistant 2 supports the Simpson Querrey Institute (SQI) and its research programs and mission. Key responsibilities include a variety of clerical, financial, and administrative support for the faculty and research groups who work on the Bioengineering Floor of the new Simpson Querrey Biomedical Research Center. The faculty will be affiliated with SQI, the Center for Synthetic Biology, and the Department of Biomedical Engineering. Duties include preparing correspondence, reports, charts, graphs, etc., using Microsoft Office for word processing, spreadsheets, databases, and presentations; ordering supplies; basic bookkeeping; receiving calls and visitors; preparing agendas and making arrangements for travel, meetings, and special events; managing shared calendars for room reservations, and addressing routine space and facilities management issues on the floor.
The Simpson Querrey Institute promotes research convergence in basic sciences, engineering disciplines, and medicine to improve human health, and to develop bio-inspired technologies for a sustainable energy future. The institute’s vision is to provide an intellectual framework and environment that connects investigators across disciplines in the space of bio-inspired science and technologies. The overarching goal is to foster effective research collaborations within Northwestern University and across the globe.
This is a 2-year term appointment. Opportunity for renewal will be based on performance and available funding.
**A COVER LETTER IS REQUIRED WHEN APPLYING FOR THIS POSITION**
Documents, Databases, Reports
Assists with the preparation of scientific reports and proposals for interdisciplinary, externally funded research by gathering information from faculty, postdocs, students and staff;
Prepares memos and independently composes routine correspondence.
Proofs for accuracy, spelling, and grammar.
Enters information into spreadsheets and/or databases.
Gathers information and assists in compiling routine reports, statistics, tables, charts, etc. based on readily available information.
Coordinates, maintains, and uploads content to websites.
Solicits news items, activity announcements, and up-to-date lists of publications for web postings.
Assists faculty and researchers in maintaining updated information on websites.
Processes transactions such as travel reimbursements, grant expenses, invoice payments, etc.
Verifies income and/or expense.
Resolves discrepancies and over/under budget problems.
Enters, tracks, and maintains documentation and logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates and resolves discrepancies.
Prepares budget reports and spreadsheets.
Maintains up-to-date knowledge of NU financial systems and procedures.
Greets guests and visitors, responds to inquiries, provides routine information, dispatches messages via phone, e-mail, mail, etc.
Coordinates events which may include scheduling guest speakers, rooms, preparing advertising materials, audio-visual set up, ordering refreshments, and managing post event clean up.
Coordinates travel, creates itineraries, and processes travel expense reports.
Maintains orderly office environment and general office equipment. Orders laboratory and office supplies; and schedules routine maintenance and repairs for office and lab equipment.
Coordinates receipt of all packages including notifying end user of delivery and ensuring that perishable packages receive proper attention.
Maintains department calendar, listserv, and reservation systems for conference room and specialized technical facilities.
Manages Wildcard activation for new members, new student setup, locker and key assignments, etc.
Contacts Facilities Management to resolve routine facilities issues on the floor.
Maintain frequent contact with business administrators of CSB and BME to establish support procedures that are appropriate to serve faculty affiliated with those departments.
Performs other duties as assigned.
Minimum Qualifications: (Education and experience)
A high school diploma or its equivalent required.
2 years of administrative support, or other relevant experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Strong written and verbal communication skills.
Effective math and computational skills.
Attention to detail and accuracy.
Ability to work independently and be proactive about identifying and resolving potential problems and financial discrepancies.
Ability to multi-task and demonstrate attention to detail within a fast paced, dynamic environment.
Collegial, responsive, with a customer service focus.
Preferred Qualifications: (Education and experience)
A bachelor's degree or its equivalent.
2 years of financial support.
Bookkeeping or accounting experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of Northwestern University’s financial management systems.
Experience in preparing purchase requisitions and purchase orders, entering receivers, resolving issues with invoices and accounts payable.
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: 37085
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.