Event Program Assistant Jobs in Chicago, IL (NOW HIRING)

Department: MED-Buehler Center - BCHPE
Salary/Grade: NEX/12

Job Summary:

The Buehler Center for Health Policy and Economics within the Institute for Public Health and Medicine (IPHAM), Northwestern Feinberg School of Medicine helps foster high-quality, policy-relevant economic research and disseminate it widely to decision-makers in the public and private sectors. Our vision is to serve as a leading hub for health policy and economics research, with a commitment to fostering innovation, driving positive change, and contributing to the betterment of public health on a global scale. Through collaboration, education, and outreach, we aim to empower decision-makers with the knowledge and tools necessary to build a healthier, more equitable world for all.

The Buehler Center is recruiting a Program Assistant 4. The successful candidate will be dependable, organized, and comfortable working in a collaborative, fast-paced academic environment with multiple competing priorities. As a primary point of communication for the Center, this role is best suited for someone who exercises sound judgment, communicates professionally and proactively, adapts to evolving operational needs, and contributes positively to a responsive, team-oriented office culture. This position is responsible for coordination of 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. This person 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. Serves as the primary in-office contact for administrative operations including guest access, conference room operations, IT coordination and other in office duties as needed. This is a hybrid role requiring on-campus presence three days per week.

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.

Website

• 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/increase Buehler Center's media footprint

Accounting

• 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.

Human Resources

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

Coordination

• Manages calendar - supervisor's &/or dept.
• 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 have been completed such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc.

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.

Miscellaneous

Performed other duties

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

• HS diploma or equivalent required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Proficiency with Excel, SharePoint, and MS Office software
• Ability to communicate clearly and effectively in both written and verbal forms

Preferred Qualifications: (Education and experience)College degree

• Experience with Northwestern University administrative systems

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity with Word Press
• Familiarity with social media (LinkedIn)
• Mastery of Excel
• Strong computer and IT skills, professional social media platforms, and the ability to adapt, manage multiple priorities, and work independently within a collaborative and fast paced office environment.

Target hiring range for this position will be between $21.48 - 27.67 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.

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.

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