Program Assitant 3 - DevSci

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

Target hiring range for this position will be between be $41,371 to $52,000 per year. $21.13-$26.54 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.

Job Summary:

Qualified applicants are encouraged to apply for a Program Assistant 3 position encompassing the Developmental Mechanisms Program (DevMech) in the Department of Medical Social Sciences and the Institute of Innovation in Developmental Sciences (DevSci). The DevMech program, directed by Dr. Laurie Wakschlag, conducts research at the intersection of developmental and clinical science, spanning the prenatal period through early childhood. DevSci is a cross-university institute that brings together faculty and students in multiple venues to advance developmental science. The Program Assistant 3 position will provide administrative support to Dr. Laurie Wakschlag (DevMech and DevSci Director) with tasks such as assistance with formatting grants and papers, scheduling meetings, and creating documents and presentations. Additional responsibilities include, but are not limited to, meeting orchestration, assisting with event coordination and providing administrative support to research staff and needs of the programs in the 24th floor space (e.g., ordering supplies).

This is an ideal opportunity for an individual who has interest in health and well-being of children and families and is motivated to support research and programs in academic settings. This individual will have a high level of attention to detail, be a responsive communicator, have the ability to multi-task and work will with a large team. This is mostly an in-office role with the flexibility to work remotely when needed.

In addition to a resume, please provide a cover letter that details your interest in the position and relevant experience.

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.

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.

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.

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.
• Strong written and spoken communication skills.

Preferred Qualifications:

• A bachelor's degree in psychology, child development, family studies, or related field
• Administrative support or other relevant experience in an academic setting

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with supporting grant submissions
• Experience with children and families
• Proficient in Microsoft Office suite

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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.

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. Click for information on EEO is the Law.

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