Program Assistant 3 (3-year Term)

Department: Trienens Institute
Salary/Grade: NEX/11

Job Summary:

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.

*Please submit a cover letter and resume with application.*

The Paula M. Trienens Institute for Sustainability and Energy is seeking a highly detailed-orientated Program Assistant to support a new program in the Institute that awards funds to faculty to accelerate global sustainability and energy innovation. This position will assist in organizing incoming proposals, follow up with faculty if more information is required, complete purchase orders for supplies and capital equipment, process expense reports, assist with financial reconciliations, and assist in organizing and staffing large Institute events. This position requires attention to detail, organizations skills, excellent communication (written and verbal), and ability to follow up on meetings and plan next steps in collaboration with Trienens Institute leadership and staff.

This is a term position ending on 8/31/2029. Opportunity for renewal will be based on performance and available funding.

Please note: Occasional evening, weekend, or flexible hours may be required to support a meeting, event, or student recruitment.

Specific Responsibilities:

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.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordination

• 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.

Student Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

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

Preferred Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• Experience working at a University.
• Able to set priorities, organize workflow, work independently on assigned projects, and collaborate in a hard-working, small-team environment, demonstrating an exceptional work ethic and following through on initiatives.
• Punctual and reliable, with the ability to meet deadlines, strive for continuous improvement, solve problems quickly, and think outside of the box.
• Rigorous attention to detail.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge and experience with financial management
• Excellent communications (written and verbal; communicates clearly, politely, and effectively), interpersonal, organizational, and time-management skills.
• Willingness to take on new tasks and accommodate last minute requests
• Knowledge/familiarity/interest in energy and sustainability (science, policy, economics, etc.), particularly with respect to one or multiple core focal areas for the Institute: Climate Science and Carbon Management, and Resilient Communities.

Target hiring range for this position will be between $22.00-$25.00 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

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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