Program Assistant 2

Department: MED-Ctr for Behav Interv Tech

Salary/Grade: NEX/10

Job Summary:

Northwestern Universitys Center for Behavioral Intervention Technologies (CBITs), part of the Institute for Public Health and Medicine (IPHAM), develops and evaluates innovative digital mental health interventions. Our work focuses on implementing these solutions equitably and sustainably across healthcare systems and communities, while training the next generation of digital health researchers.

The Center for Community Health (CCH), also within IPHAM, advances meaningful engagement with communities, patients, and stakeholders throughout the research process. Guided by principles of collaboration, respect, health equity, transparency, and impact, CCH supports initiatives that strengthen partnerships and improve community health outcomes.

CBITs and CCH are seeking a Program Assistant 2 to provide administrative support across both centers. . The Program Assistant will support a variety of activities, including coordinating events, managing special projects, maintaining website content, promoting the Centers through communications channels, and processing expense reports.

The ideal candidate is a highly organized, detail-oriented communicator who can manage multiple priorities, proactively support leadership, and thrive in a collaborative environment.

Responsibilities include providing general administrative and clerical support, such as preparing correspondence, reports, and presentations; maintaining calendars; coordinating meetings and travel; processing basic financial transactions; and serving as a point of contact for visitors and inquiries.

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.

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Investigates & resolves discrepancies.

Human Resources

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

Coordination

• Coordinates supervisors &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.

Contacts

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

Miscellaneous

Performs other duties as assigned.

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

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Strong organizational skills and the ability to multi-task
• Detail-oriented
• Strong initiative and follow through
• Effective communicator to varied audiences such as students, staff, faculty, community partners, and public figures
• Positive attitude and the ability to be a team player
• Flexibility and the ability to adapt within a rapidly growing center

Preferred Qualifications: (Education and experience)

• Previous experience managing calendars in Outlook
• Experience in marketing and/or communications, with emphasis on social media management and content creation

Preferred Competencies: (Skills, knowledge, and abilities)

• Preferred knowledge of or interest in public health or policy, healthcare, mental health, technology innovation, and/or community engaged research

Target hiring range for this position will be between $18.42 - 23.75 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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