Department: MED-Medical Social Sciences Salary/Grade: NEX/11
Established in March, 2009 under Dr. David Cella, the Department of Medical Social Sciences (MSS) is a global leader in advancing and applying outcomes/effectiveness research to improve patient care and influence policy. Medical Social Sciences bridges clinical activity and health outcomes research across multiple Departments, Centers and Institutes at Northwestern University, such as the Robert H. Lurie Comprehensive Cancer Center, the Institute for Healthcare Studies, Institute for Policy Research, and Departments of Medicine, Psychiatry, Neurology, Urology, Surgery, Preventive Medicine and Pediatrics. Our strong academic ties with these groups make possible comprehensive and state-of-the-art health outcomes development and assessment activity, including collaborations in disease management, prevention and control that utilize innovative health information technology applications. We intend to meet a growing need for expanded interdisciplinary scientific collaboration, to promote discovery of multidimensional mechanisms of health and disease, to improve adult and pediatric health status assessment, to develop and apply novel technologies for outcome assessment, and to collaborate with partners in genetic, epidemiologic, biologic and behavioral translational research paradigms.
Under the direction of the Department Administrator, the MSS administrative team is the operations nerve center. These administrative personnel steward all administrative processes and business matters necessary to faculty and research staff in their research pursuits. Department administrative activity under the purview of the administrative team includes managing all business operations, including budgeting, finance, research administration, facilities support, payroll, human resources, faculty affairs, and personnel engagement & oversight.
The Program Assistant is a central role within the administrative team and is asked to accomplish a wide array of critical business tasks. 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. In addition, the Program Assistant will be asked to assist in support of administration and program activity, including supporting department strategic initiatives and will be asked to maintain marketing and communication activity.
Candidates for the Program Assistant will be pro-active, driven, and enthusiastic. We value individuals who take quickly to training and are motivated to learn outside of direct instruction. Customer service is the priority of MSS Administration and the Administrative Assistant is the ambassador for that culture of service.
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.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
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.
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Drafts job descriptions.
Explains HR procedures.
Manages supervisor's and/or department 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.
Verifies invoices and expense reports; and/or reconciles to budget.
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Performs other duties as assigned.
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.
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.
Internal Number: 36847
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.