Program Assistant 3

Department: Med-ISGMH
Salary/Grade: NEX/11

Job Summary:

Program Assistant coordinates space and office logistics, as well as support administrative operations and financial processing for the Institute for Sexual and Gender Minority Health and Wellbeing. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

This position supports office for the 14th and 15th floors supporting on-site logistics and administrative operations. This position will also support programming and administration for the Associate Director of ISGMH

Successful candidates will be self-directed, and able to work with leaders across a wide range of management styles. This role requires excellent customer service skills, solid problem-solving skills, an ability to communicate expectations, and an attentive focus to detail and timelines.

This position is fully in-person during standard business hours, Monday through Thursday.

The Institute for Sexual and Gender Minority Health and Wellbeing (ISGMH) was founded in 2015 and is the first university-wide institute in the country focused exclusively on research to improve the health of the sexual and gender minority (SGM) community. The Institute leads research that fosters understanding of the development and experiences of SGM individuals and improves the health and wellbeing of the SGM community. Sexual and gender minorities include lesbian, gay, bisexual, transgender, and queer people - anyone whose sexual or gender identity does not conform to social majority categories of sexual orientation or gender.

ISGMH's commitment to diversity is critical to our mission of advancing access to excellence in academic programs, world-class research, and health programs. Engagement in discrimination or harassment against any person because of race, color, sex, religion, national origin, ancestry, age, marital status, military service, disability, sexual orientation, and gender identity or expression will not be tolerated. Through its work, ISGMH advances the health and wellbeing of LGBTQ individuals. Staff and trainees should expect to find a diversity of sexual orientations and gender identities among ISGMH staff, trainees, research participants, and in outreach experiences. We highlight the importance of respecting and valuing this aspect of diversity among staff and trainees.

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.
• 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.
• Explains HR procedures.

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 .

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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:

• Experience with Microsoft 365 suite of most common apps, including Word, Excel, Powerpoint, Sharepoint, Outlook.
• Experience in an administrative support role in an academic setting.

Preferred Competencies: (Skills, knowledge, and abilities)

• The person in this position is expected to show a high level of initiative and thoroughness.
• Strong communication skills are essential as is a willingness to solve problems independently.
• Strong computer skills and ability to adapt to new technology are essential.
• Organizational and time management skills

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.

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 .

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