The Program Assistant 2 helps support several labs in the Department of Psychiatry and Behavioral Sciences. Key responsibilities include:

• Providing a variety of clerical & administrative support to labs; which includes but is not limited to: 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
• Processing payments, and invoices following departmental guidelines,
• Assisting department HR team with lab staff and volunteer onboarding
• Acting as a liaison with labs and department administration regarding purchasing, and other items dictated by department administration,
• Assisting in departmental events and activities, as needed

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.
  • Prepares & types form letters, memos, emails, labels, routine correspondence, etc.

Website

• Updates and helps maintain department website
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.
• Completes routine payroll actions.
  • Maintains inventory & orders supplies.
  • Resolves payment & delivery problems.
  • Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
  • Balances accounts.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.
• Assist with onboarding of staff and volunteers

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
  • Completes registration & travel arrangements.
  • Schedule rooms.
  • Arranges for routine technology & refreshments for meetings.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
  • Contacts repair personnel as requested for copy machine, lab equipment, etc.
  • Provides basic interpretation of policies and procedures.
  • Researches information to resolve problems or issues.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• 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.
• Demonstrated ability to work on multiple projects simultaneously
• Strong oral and written communication skills

Preferred Qualifications:

• Bachelor’s degree and four years in an administrative support role in an academic environment with 2 years direct experience in office administration or the equivalent combination of education
• and experience where comparable knowledge, skills and abilities can be acquired.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of university business operations and research compliance requirements
• Familiarity with federal funding agency rules and regulations

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.