Program Assistant 1

Department: MED-Graduate Medical Education
Salary/Grade: NEX/9

Job Summary:

Provides standard & routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or scheduling meetings.

Supports the administrative activities of the Office of Graduate Medical Education (GME). GME is Feinberg School of Medicine's administrative link to the hospitals that make up the consortium known as the McGaw Medical Center of Northwestern University. The Program Assistant engages with multiple members of the GME team to help ensure timely and accurate completion of processes related to core office functions, including program accreditation, visa and licensure, compliance, financial, training verification, and database operations. While staffing the reception area within the GME office suite, the Program Assistant also maintains a welcoming and orderly work environment and serves as the first line of communication between program visitors and staff.

Specific Responsibilities:

Documents & Databases

• Prepares & types form letters, simple memos, emails, labels, routine correspondence, etc.
• Types, copies &/or distributes reports, proposals, presentations, etc.
• Proofs for spelling & grammar.
• Enters information into spreadsheets & databases.
• May run standard reports.
• Process verification of training and loan deferments.
• Prepares certificates of training for graduating housestaff.

Website

• Uploads content to faculty/dept website.

Accounting

• Maintains inventory & orders supplies;
• Resolves payment & delivery problems.

Coordination

• Makes appointments & may complete registration & travel arrangements.
• May schedule rooms & arrange for routine technology & refreshments for meetings.

Contacts

• Answers phones, routes callers, takes messages.
• Greets visitors, responds to inquiries, requests & provides routine information.
• Contacts repair personnel as requested for copy machine, lab equipment, etc.

Miscellaneous

Performed other duties

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

• A high school diploma or equivalent required.
• 1 year of administrative support or other relevant experience required.

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

• Excellent Microsoft Office skill base; particularly Outlook, Word, and Excel.
• Ability to build aptitude with specialized software.

Preferred Qualifications: (Education and experience)

• Undergraduate degree.
• Experience with New Innovations GME management suite.

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong interpersonal abilities.
• Self-directed organization, prioritization, and task achievement.

Target hiring range for this position will be between $17.05 - 21.31 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 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 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 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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