Address
Form of workDepartment: MED-Dept of Medical Education
Salary/Grade: NEX/12
Job Summary:
The Department of Medical Education is the central force behind all educational programming, innovation and scholarship at Northwestern University Feinberg School of Medicine and its affiliated institutions. The Department encompasses many of the programs that make Feinberg unique and extraordinary, and central to its mission is the support, development, and recognition of Feinberg faculty members in their roles as educators.
The Program Assistant coordinates a broad variety of administrative processes & activities for the Master of Science in Health Professions Education (MSHPE) and other Department faculty-related programs, such as FAME (Feinberg Academy of Medical Educators) and Augusta Webster fellowship. Processes and activities include database, budget, & HR - maintenance & reporting; communications including website design; & management of Department calendars & events; review and coordination of administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. The Assistant will handle curricular documents/uploads, facilitate meeting, conference and travel logistics, and serve as a resource for students, faculty and Department leadership.
Specific Responsibilities :
Documents & Databases
• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Website
• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Accounting
• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.
Human Resources
• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.
Coordination
• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Contacts
• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.
Student Services
• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.
Supervision
• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
• Experience working in higher education
Preferred Competencies: (Skills, knowledge, and abilities)
• Experience in providing responsive and high quality customer service on an ongoing basis.
• Detail-oriented and have the ability to work on diverse tasks.
• Excellent communication skills (written and verbal).
• Experience and ability to handle confidential information.
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.
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. Click for information on EEO is the Law.
Target hiring range for this position will be between $20.85 - 26.07 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.
#LI-JP1
Salary/Grade: NEX/12
Job Summary:
The Department of Medical Education is the central force behind all educational programming, innovation and scholarship at Northwestern University Feinberg School of Medicine and its affiliated institutions. The Department encompasses many of the programs that make Feinberg unique and extraordinary, and central to its mission is the support, development, and recognition of Feinberg faculty members in their roles as educators.
The Program Assistant coordinates a broad variety of administrative processes & activities for the Master of Science in Health Professions Education (MSHPE) and other Department faculty-related programs, such as FAME (Feinberg Academy of Medical Educators) and Augusta Webster fellowship. Processes and activities include database, budget, & HR - maintenance & reporting; communications including website design; & management of Department calendars & events; review and coordination of administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. The Assistant will handle curricular documents/uploads, facilitate meeting, conference and travel logistics, and serve as a resource for students, faculty and Department leadership.
Specific Responsibilities :
Documents & Databases
• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Website
• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Accounting
• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.
Human Resources
• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.
Coordination
• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Contacts
• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.
Student Services
• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.
Supervision
• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
• Experience working in higher education
Preferred Competencies: (Skills, knowledge, and abilities)
• Experience in providing responsive and high quality customer service on an ongoing basis.
• Detail-oriented and have the ability to work on diverse tasks.
• Excellent communication skills (written and verbal).
• Experience and ability to handle confidential information.
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.
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. Click for information on EEO is the Law.
Target hiring range for this position will be between $20.85 - 26.07 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.
#LI-JP1
