Program Assistant 3 (5-year term)

Department: SkAI Institute
Salary/Grade: NEX/11

Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

The SkAI Institute will unleash the discovery potential of revolutionary sky surveys and solve fundamental and emerging multi-scale problems at the forefront of astrophysics and foundational AI. SkAI will deliver Astro-AI innovations that intrinsically incorporate physics knowledge to produce trustworthy outputs for rigorous inference from data, transform the speed and reliability of simulations, and optimize the design of instruments and surveys. This Astro-AI nexus is an inclusive, collaborative culture that seeds and nurtures an ethically cognizant and diverse generation of interdisciplinary leaders and empowers astronomers to use cutting-edge AI tools to address the fast-evolving challenges ahead.

This position provides overall administrative support for the SkAI Institute. Responsibilities include assisting with and day-to-day management of social media, internal and external communications; maintaining the SkAI website; maintaining office space; logistical support for events; assisting with scheduling and maintaining Institute calendar for all SkAI events and programs; drafting and maintaining institute records and documentation; and handling basic financial transactions and purchases.

A cover letter is required to apply for this position.

This is a term position ending on September 30, 2029. Opportunity for renewal will be based on performance and available funding.

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 application's content management program.

Accounting

• 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.

Coordination

• Manages supervisor's 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.
• 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.
• Research 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.
• Reviews administrative processes and procedures regarding student services and recommends changes.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.
• Excellent attention to detail.
• Strong communication skills; ability to write and speak clearly, and keep others informed.
• Ability to manage competing priorities and multi-task, including ability to respond to emergent deadlines with fast turnaround times.
• Excellent interpersonal skills and customer service attitude: being helpful, positive, respectful, approachable, and team oriented.

Preferred Qualifications: (Education and experience)

• A bachelor's degree or the equivalent combination of education, training, and experience from which comparable skills can be acquired.
• 1 year of website and/or social media management experience
• 1 year experience working in a university environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to manage web content
• Mac OS and Apple office software (Numbers, Pages, Keynote, iCalendar, etc) and Google Suite

Target hiring range for this position will be between $21.00-$25.50 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 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.

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