Program Assistant 4 Jobs

The Program Assistant 4 will provide management and program operations for the Driskill Graduate Program in Life Sciences, a PhD program in Life Sciences based at the Feinberg School of Medicine that serves more than 250 students and 200 faculty. The program assistant 4 will provide day-to-day oversight of administrative and operational functions and provide support to meeting and maintaining DGP strategic and educational goals.

They will maintain a broad variety of administrative processes & activities such as student milestone tracking, budget, student funding & HR. They will review administrative work procedures, policies & operational methods and identify and document best practices.

Responsibilities

Administration

• Manages day to day operations.
• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.

Documents & Databases

• Maintains program databases; prepares reports related to student achievements and progress.
• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.

Accounting

• Resolves discrepancies &/or outstanding encumbrances.
• Verifies that charges are accurate & posted to the appropriate account.
• Completes journal entries.
• Assists in balancing accounts at close of fiscal year.
• Creates & monitors budget statements.
• Resolves administrative issues (stipends, monitors fellowships, track suspense accounts, etc.)
• Reconciles accounts.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Assists in preparation of annual budget.

Human Resources

• Supports staff &/or academic searches.
• Coordinates administration of all HR actions from hiring to termination.

Coordination

• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Coordinates large scale &/or complex events.

Contacts

• 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.

Student Services

• Recommends & implements administrative & procedural changes.
• Screens applicant files for completeness
• Coordinates student recruitment & admissions process.

Minimum Qualifications

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

Minimum Competencies

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

Preferred Qualifications

• Bachelor’s degree preferred

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.