Program Assistant 3 - 35572

Updated: 3 months ago
Location: Chicago, ILLINOIS

Job Summary:

Program Assistant 3 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.

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.
  • Organizes faculty recruitment, appointments, promotions, leaves, onboarding, offboarding, and  reappointments.
  • Organizes research faculty and staff recruitment, onboarding, and offboarding and reappointments.
  • Coordinates Medical Staff requests, onboarding, and reappointments.
  • Maintains FASIS database information and staff onboarding


  • Maintains websites and/or blogs.
  • Creates new web pages and/or updates standard information/data within the application’s content management program.
  • Updates Faculty profiles on website.
  • Updates webpage and coordinates the updates of divisional webpage’s.


  • Creates and maintains financial records.
  • Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
  • Generates summary reports and statistics.  

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.
  • Prepares and manages visa processing and extensions.
  • Coordinates temp requests.


  • Screens and prioritizes incoming calls. 
  • Responds to inquiries.
  • Provides basic interpretation of policies and procedures. 
  • Researches information to resolve problems or issues.
  • Manages Professional Affairs email inbox and respond to requests.

Student Services

  • Manages the onboarding and orientation for all Interns, Volunteers, and Clinical Observorships.
  • 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 Competencies: (Skills, knowledge, and abilities)

  • Highly proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook), and overall computer skills/technical aptitude.
  • Effective problem-solver; critical thinking ability.
  • Excellent communication skills (written and verbal).
  • Demonstrates initiative and follow through.
  • Ability to prioritize and balance competing priorities.
  • Strong organizational skills / attention to detail.
  • Positive attitude, adaptable to change.
  • Collaborative.


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.


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