Program Assistant 3

Department: WCAS Sociology
Salary/Grade: NEX/11

Job Summary:

A center for global excellence in undergraduate and graduate education and research, Northwestern's Department of Sociology seeks a self-directed administrator to help support its mission. The Program Assistant will manage research and administrative operations, oversee financial tasks, and ensure a positive experience for all team members.

This is a full-time position that primarily works on-site, with opportunities for some remote work. The target hiring range for this position is $43,848- $56,376 per year, $21.00 - $27.00 per hour. The salary offered will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

Financial Analysis:

• Generate monthly expense activity/summary reports and distribute to faculty members
• Monitors accounting balances for the department's grants/contracts, operating, and discretionary accounts.
• Process all reimbursement requests submitted by faculty, graduate students, and visitors.
• Ensuring all purchase requests are complete and comply with university policies
• Monitoring all transactions until the request has been successfully processed via iBuy, accounts payable, and for our vendors and contractors.
• Updates all departments' financial transactions via spreadsheets and SmartSheet database.
• Process accounting corrections, cash advances, revenue deposits, and journal transfers.

• Assist the BA with monthly reconciliation reports and departmental endowment account balances

Human Resources:

• Initiates, collects, and submits documentation for all student temp hires, such as personal data forms and permission to work forms.
• Assists with international visitors' paperwork, such as position data form and personal data forms.

• Assists with faculty recruitment and faculty promotion materials.

Coordination:

• Manages department calendar and monitors the department's social media posts
• Maintains the department's website with the latest events, visitors, colloquium, new staff, students, and faculty members, in addition to creating new web pages and/or updating standard information
• Manage itineraries involving domestic and/or international travel for all guest speakers and visiting post-docs.
• Assistant in organizing and coordinating annual department-wide events, conferences, and colloquium.
• Monitors the department's inventory, i.e., paper, supplies, coffee, printer ink, and office orders

Contacts:

• Responds to inquiries by researching policy and procedures to resolve problems or issues
• Provides basic interpretation of the department and university policies and procedures
• Performs other duties as assigned

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent is required.

• 4 years of administrative experience or related experience required

Minimum Competencies:

• Strong computer skills
• Ability to work independently
• Resourcefulness

• Initiative

Preferred Qualifications:

• Familiarity with Northwestern financial systems and processes
• Previous higher education experience
• Bachelor's degree

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 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.

#LI-AS1