Join the CSSI Team

Kellogg School of Management (Northwestern) is seeking self-motivated candidates for a full-time, Program Assistant position at the Center for Science of Science and Innovation (CSSI). The Program Assistant will work on projects that support the academic and research experiences of the CSSI team.

This role will also support the coordination of academic and social events, the internal and external communication, and the financial transactions of the Center. Our priority is to attract a Program Assistant who has some experience in providing support to an academic department or university center or unit, and who is excited to work in a high-growth team and interdisciplinary environment. Candidates must thrive in an academic environment, and have great organizational and communication skills. Past experience in coordinating events of different scales, managing social media accounts, and executing financial transactions is preferred. Experience and interest in a career in university research administration is a plus.

Job Summary:

Coordinates a broad variety of administrative processes & activities such as events, financial processes and database management, & updates communications including center websites, reports, and social media; & manages the center calendar.  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.

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 and Social Media
- Coordinates the maintenance of center websites &/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 and social media

Accounting
- Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
- 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.
- Creates expense reports, visitor expense reports
- Administers vendors, and payment requests & creates Pos

Human Resources and Recruitment
- Supports staff &/or academic searches for the center
- Assist with onboarding of new researchers

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 work study student recruitment process.
- Reviews & prioritizes applications.
- Refers students to appropriate resources.

Supervision
- Coordinates work of program assts, temporary/work-study students, 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:
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.

Preferred Competencies: (Skills, knowledge, and abilities)
- 2 years administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Required Documents: Review of applicants will be on a rolling basis. Applications will be accepted until filled. Applications should be submitted online. If you are a current employee of Northwestern University, please use this link instead.