Academic Program Assistant Jobs in Illinois (NOW HIRING)

Department: MCC Biomedical Engg
Salary/Grade: NEX/10

Target hiring range for this position will be between $18.42-$22.50 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:

Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar.

This position, in the Biomedical Engineering Department (BME), manages the department's weekly seminar series, organizes departmental events (both in-person & virtual) including tracking event budgets, provides support to the BME PhD and MS graduate programs, provides general administrative support for the department including faculty, tracks office supply inventory and orders supplies, manages keys, packages and mail, coordinates facilities requests and manages conference room and shared office bookings. This position provides reliable information to students, staff, faculty, and visitors regarding department activities, facilities and resources.

This is a hybrid position (4 days in office, one day remote). The position is based on the Evanston campus but may also include some work on the Chicago campus.

Specific Responsibilities:

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

• Coordinates content maintenance of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

Accounting

• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Coordinates weekly seminar series, conference room scheduling, listservs, keys & mail, office supply orders and provides general administrative support for department and faculty.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of temporary/work-study students, etc.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 2 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 Qualifications: (Education and experience)

• A bachelor's degree and previous experience in an office/administrative setting or the equivalent combination of education, training and experience from which comparable skills can be acquired;
• Previous business experience in a university/academic setting
• Experience coordinating events and arranging travel
• Experience coordinating virtual events including Zoom experience

Preferred Competencies: (Skills, knowledge, and abilities)

• Well-developed organizational skills with the ability to prioritize and handle multiple tasks;
• Excellent written and verbal communication skills, accompanied by a pleasant personality and the willingness to work with and help others;
• Ability to maintain a high professional standard and have experience and a clear understanding of customer service;

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.