Department: IPR - Inst for Policy Res
Salary/Grade: NEX/12

Job Summary:

The Center for Neighborhood Engaged Research & Science (CORNERS) at Northwestern University is seeking an exceptionally detail-oriented and proactive program assistant to support our fast-paced and growing center. Housed in the Institute for Policy Research (IPR), CORNERS conducts rigorous and cutting-edge research into the ways that Neighborhood Science can be used to understand and address gun violence and other pressing social issues. Working closely with our community and civic partners through an engaged research process, we collect and analyze a wide range of data on the complex networks of residents, institutions, and organizations. Learn more about our approach, research projects, and partnerships here: www.cornersresearch.org.

The program assistant will be a core member of the CORNERS team and will support its day-to-day administrative activities. This role will have frequent contact with external partners and stakeholders; therefore the highest level of professionalism is required for the role.

Key responsibilities of the role include, but are not limited to, the following:

* Managing calendars and scheduling for CORNERS' executive leadership team;

* Reconciling monthly corporate card expenses for CORNERS' executive leadership team;

* Monitoring centerwide inventory of supplies and ordering supplies as needed and as requested;

* Collecting, processing, and monitoring paperwork and payment for all CORNERS' consultants, vendors, and other center suppliers;

* Providing basic financial, accounting, and budgetary assistance to the center;

* Troubleshooting basic IT challenges for the center;

* Supporting program coordinator in completion of paperwork for and monitoring appointments of CORNERS' staff, temporary employees, and student employees;

* Supporting program coordinator in coordination of centerwide activities and events (e.g., scheduling, securing room reservations, placing food orders, ensuring proper set-up of rooms, ensuring Zoom links are accurate and accessible, etc.);

* Supporting program coordinator in implementing tracking, monitoring, and documentation systems for assigned administrative activities and processes;

* Serve as key administrative liason to IPR's administrative team.

* Other activities as requested and assigned by CORNERS' leadership team.

The program assistant will be a full-time employee of Northwestern University with full benefits. The program assistant will work alongside other CORNERS' team members in our office space on the Evanston campus of Northwestern University.

Note: This is a one-year, term-limited position. Opportunity for renewal will be based on performance and available funding.

Core responsibilities for this role include:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews 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.

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 a fast-paced professional setting (e.g., a busy research center, non-profit, or a start-up environment).

* Administrative experience in a research center/setting.

* Associate's or bachelor's degree in relevant field.

Preferred Competencies: (Skills, knowledge, and abilities)

* High level of attention to detail and organizational skills.

* Proactive team player with strong ability to take initiative.

* Highest level of professionalism when interacting with both internal and external stakeholders.

* Comfort with IT and ability to troubleshoot IT challenges as they arise.

Target hiring range for this position will be between $23.00-$28.00 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, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 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 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.

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