Program Assistant 3

Department: MED-Cntr for Education in Med
Salary/Grade: NEX/11

Job Summary:

The Department of Medical Education is the unifying force behind all health professions educational programming, innovation and scholarship at Northwestern University Feinberg School of Medicine and its affiliated institutions. The Department encompasses many of the programs that make Feinberg unique and extraordinary, and central to its mission is the support, development and recognition of Feinberg faculty members in their roles as educators.

Northwestern Simulation (NU SIM) is a state-of-the-art educational service center within the Feinberg School of Medicine (FSM) Department of Medical Education. Our mission is to provide exceptional simulation-based education to improve patient care while transforming healthcare through education, innovation, and research. NU SIM serves all Feinberg learners, including undergraduate medical (UME), physician assistant, physical therapy, graduate medical education (GME), and continuing medical education (CME). Additionally, Northwestern Simulation partners with external clients and affiliates to further its educational mission.

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

This role supports the activities in the Inpatient Simulation program. Under the direction of the Manager, Inpatient Simulation, the assistant will help align resources and provide administrative support to the Inpatient team to ensure the effective, compliant, and efficient daily management of all operational, financial, and business functions supporting the program's educational mission. The incumbent coordinates with Payroll, Procurement, Facilities, IT, CCM, and other Northwestern University business units. The assistant helps gather associated data to measure results and creates and obtains resources to ensure success. The assistant supports and manages the McGaw Course Proposal process. In this capacity, the incumbent will manage a procedure to obtain proposals for GME programs; responsible for helping to ensure the successful implementation of the following curricula within NUSIM: (1) those involving the use of simulation equipment, ranging from partial-task trainers to virtual reality simulators, hybrid models, and full-body manikins designed for clinical and surgical simulation, and standardized patient interactions and (2) those involving surgical training for medical students, nurses, residents, surgeons in practice, advanced practice providers (i.e., physicians assistants, advanced practice nurses, and industry partners).

Typical contacts involve regular communication with staff in Inpatient and Outpatient Simulation, those outside of the department and in NU, peer-level employees, senior/executive level management, and students, parents, and students' employers. These communications will involve the exchange of information, routine problem solving and decision making, complex problem solving and decision making, policy implementation, recommendations, and decision making.

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 &/or blogs
• Creates new web pages.
• Updates standard information/data within the application's content management program.

Accounting

• Approves appropriate expenses, purchases & reimbursements per budget.
• Creates & maintains financial records.
• Prepares forms.
• Verifies appropriateness & accuracy of charges.
• Processes & reconciles expenses, accounting transfers, &/or appropriation changes.
• Updates financial transaction spreadsheets & databases.
• Generates summary reports & statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordination

• Manages calendar - supervisor's &/or dept.
• Coordinates travel arrangements.
• Organizes & coordinates events which may include creating timelines.
• Collects agenda items & background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic &/or international travel, etc.
• Prepares annual event, conference &/or meeting budget.
• Verifies invoices & expense reports; &/or reconcile to budget.

Contacts

• Screens & prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies & procedures.
• Researches 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.
• Recommends alternatives for course requirements, etc.
• Reviews administrative processes & procedures regarding student services & recommends changes.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, research/clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

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

Minimum Competencies: (Skills, knowledge, and abilities.)

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

Target hiring range for this position will be between $19.89 - 27.97 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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