Program Assistant 3

Northwestern University • Evanston, IL

75d • $41,108 - $52,852 • Remote

About The Position

Northwestern's Department of Mathematics seeks a detail-oriented Program Assistant 3 to help support its mission. The Program Assistant handles purchasing, reimbursement, and reconciliation functions for the department. This position supports the Business Administrator in analysis of department finances and research grant administration. This position provides additional support in the areas of faculty recruitment and other department functions as assigned. This is a full-time position at 37.5 hours per week and works onsite five days per week and does not allow for remote work.

Requirements

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Nice To Haves

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Responsibilities

• Processes all reimbursements (travel and non-travel) and purchasing requests submitted by faculty, graduate students, and visitors.
• Monitors the transaction until the request has been processed by Accounts Payable for timely payment to vendors and individuals.
• Works on the monthly reconciliation of faculty discretionary and grant accounts.
• Monitors all expenditures and encumbrances with the aid of a reconciliation spreadsheet.
• Reviews account balances, confirms charges have posted to appropriate accounts, ensures proper documentation exists for each transaction.
• Sends documentation to faculty for review.
• Processes accounting corrections, revenue deposits (cash and checks) and journals, as necessary.
• Assists in the coordination/budgeting for large conferences.
• Organizes the faculty search and promotion process, including requesting pre-search approval for vacancies, placing advertisements, maintaining account with Mathjobs.org, arranging applicant files for faculty review, conducting the ballot process as directed, and preparing recommended candidate files for review by the Dean's office.
• Gathers necessary information to prepare Tenure and Promotion files in compliance with the Dean's Office guidelines.
• Performs other duties as assigned.

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.
• Programs to help you locate and pay for quality, affordable childcare and senior/adult care.
• Support for employee career development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED