Program Assistant 3

Department: MED-Ophthalmology Salary/Grade: NEX/11 Target hiring range for this position will be between $19.89-$27.97 per hour. Offered salary will be determined by the applicants education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary: Coordinates administrative processes and prioritizes medical student education in the department of Ophthalmology. This includes, but is not limited to; student orientation to the department, creation and maintenance of rotation schedules, collecting and submitting confidential student evaluations, administratively supporting Medical Education leadership and managing various events in relation to the department of Ophthalmology and the Feinberg School of Medicine.

Support the Program Administrator with miscellaneous projects in relation to Graduate Medical Education (Residency and Fellowships).

Event planning, as needed for the department of Ophthalmology, which includes, but is not limited to; creating, supporting and implementing all aspects of special events (including Continuing Medical Education).

Process department observership requests, as needed.

Specific Responsibilities:

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.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the applications content management program.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• 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.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinations

• Manages supervisors and/or dept 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.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Student Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• Bachelors Degree.
• Highly organized.
• Work well in a team environment.
• Competent and reliable when working as an individual.
• Communicates clearly, written and verbal.
• Effective time management.
• Takes initiative in role and responsibilities.

Preferred Competencies: (Skills, knowledge, and abilities)

• Proficient use of various computer programs; Microsoft Suite, Visiting Student Learning Opportunities (VSLO), Electronic Residency Application Service (ERAS) and Canvas.

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 lifes 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 youre 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 Northwesterns 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.