Northwestern University · 13 hours ago
Program Assistant 2
Chicago, IL
Full-time
Onsite
Entry Level
$18.42/hr - $25.90/hr
2+ years expNorthwestern University is a prestigious institution seeking a Program Assistant 2 to support several labs in the Department of Psychiatry and Behavioral Sciences. The role involves providing administrative and clerical support, coordinating facilities and access, managing documents and records, and assisting with HR and onboarding processes.
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Responsibilities
Drafting and typing letters, reports, charts and other materials using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening phone calls & visitors; preparing agendas; and coordinating logistics, including travel for meetings and special events
Managing incoming calls and inquiries; coordinating suite access and keys; supporting workspace and facilities-related needs (e.g., office moves, maintenance requests, equipment issues); and serving as a point of contact for guests
Preparing correspondence and summary reports using Microsoft Word, Excel, and related software; maintaining essential administrative and personnel records, including contact lists, emergency contact forms, confidentiality agreements, computer inventory files, phone and port maps, organizational charts, kitchen duty schedules, mail logs, package tracking, and the Program Assistant manual
Processing payments and invoices in accordance with departmental and university guidelines; handling supplier registration, reimbursements and departmental P-card (corporate card) requests; processing supply orders; and maintaining and updating financial shadow system files
Organizing, submitting, and reconciling expense reports
Assisting the department HR team with onboarding lab staff and volunteers
Serving as a liaison between labs and department administration
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
Updates and helps maintain department website
Trains &/or assists faculty &/or staff in updating their websites &/or blogs
Processes accounts payables &/or receivables
Verifies income &/or expense
Resolves discrepancies & over/under budget problems
Enters, tracks, & maintains documentation & logs of financial transactions
Ensures that charges have posted to appropriate accounts
Assists with reconciliation of accounts
Reviews budget statements
Investigates & resolves discrepancies
Prepares budget reports & spreadsheets
Completes routine payroll actions
Processes a limited variety of routine HR transactions
Provides information on HR policies & procedures
Assist with onboarding of staff and volunteers
Coordinates supervisor's &/or dept calendar
Coordinates registration & travel
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments
Provides information via phone, e-mail, mail, etc
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally
Performs other duties as assigned
Qualification
Required
A high school diploma or equivalent required
2 years of administrative support or other relevant experience required
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required
Demonstrated ability to work on multiple projects simultaneously
Strong oral and written communication skills
Preferred
Bachelor's degree and four years in an administrative support role in an academic environment with 2 years direct experience in office administration or the equivalent combination of education and experience where comparable knowledge, skills and abilities can be acquired
Knowledge of university business operations and research compliance requirements
Familiarity with federal funding agency rules and regulations
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Employee career development
Variety of tools and resources for professional growth
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
Recent News
2026-01-25
Digital Journal
2026-01-23
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