Program Assistant 4 - 35683

Updated: 4 months ago
Location: Chicago, ILLINOIS

Job Summary:     

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events.  Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

Specific Responsibilities:

Documents & Databases

  • Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.  
  • Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.


  • Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.  
  • Organizes information in ways that promotes & encourages use of site.  
  • Gathers information regarding programs, events, etc. 
  • Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.


  • Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
  • Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
  • Completes journal entries.  
  • Creates & monitors budget statements.
  • Verifies that charges are accurate & posted to the appropriate account.  
  • Reconciles accounts.
  •  Resolves discrepancies &/or outstanding encumbrances.  
  • Assists in balancing accounts at close of fiscal year.
  • Assists in preparation of annual budget.  
  •  Administer budgets &/or accounting balances for multiple awards.

Human Resources

  • Coordinates administration of all HR actions from hiring to termination.  
  • Supports staff &/or academic searches.
  • Recommends & implements changes to administration of HR policy & procedures for unit/dept.


  • Manages supervisor's &/or dept calendar.
  • Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
  • Sets-up & cancels meetings based on knowledge of subject & attendees.  Coordinates large scale &/or complex events.
  • Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.


  • 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.

Performs other duties as assigned

Minimum Qualifications/Competencies:

  • A high school diploma or equivalent required.
  • 5 years of administrative support or other relevant experience required.
  • Advanced level user Microsoft Office suite (Word, Excel, PowerPoint, Outlook), and overall computer skills/technical aptitude.

Preferred Qualifications/Competencies:

  • Bachelor’s degree in a related field.
  • Four to five years of working experience in a related field.
  • Prior working experience in a research and/or laboratory environment.
  • Experience working with accounts payables and/or receivables / general knowledge of accounting principles.
  • Action oriented - Willing or likely to take practical action to deal with a problem or situation. 
  • Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
  • Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
  • Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
  • Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
  • Meets deadlines - Displays consistency and success in adhering to deadlines.
  • Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
  • Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.


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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