Department: MED-Faculty Affairs
Salary/Grade: NEX/12

Target hiring range for this position will be between $20.85-$26.07 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.

Job Summary:

Led by Dr. Farzaneh Sorond, the Faculty Affairs Office (FAO) is located within the Dean's Office of the Feinberg School of Medicine and oversees academic appointments for approximately 5,000 faculty and 1,000 research staff. FAO develops and administers processes, policies, and programs that facilitate (1) appointment actions across the academic career lifecycle (e.g., recruitment, onboarding, reappointment, retirement, etc.), (2) faculty career development, (3) promotion and tenure, and (4) retention. The office oversees and maintains several databases and information technology platforms to support the work of academic appointment administration across the school. The Faculty Affairs Office exists within a complex organizational environment, frequently collaborating with and/or advising faculty and staff in 28 academic departments; several research institutes and centers; central units across Northwestern University (e.g., Provost's Office, Human Resources, Office for Research, Office for Postdoctoral Affairs); and affiliated hospitals and clinics (e.g., Northwestern Medical Group, Northwestern Memorial Hospital, Lurie Children's Hospital, Shirley Ryan AbilityLab). The Program Assistant 4 is an integral member of the Faculty Affairs Office

Specific 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

* Oversees creation, design & maintenance of website &/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.

Accounting

* Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.

* Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

* 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.

Human Resources

* Coordinates administration of all HR actions from hiring to termination.

* Supports staff &/or academic searches.

* Recommends & implements changes to administration of HR policy & procedures for unit/dept.

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 student recruitment & admissions process.

* Reviews & prioritizes applications.

* Refers students to appropriate resources.

* Counsels students regarding alternatives for course requirements.

* Participates in evaluation of program & curriculum planning.

* Recommends & implements administrative & procedural changes.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Preferred Qualifications:

* One year of experience at an academic medical center

Preferred Competencies: (Skills, knowledge, and abilities)

* Superb attention to detail; ability to accurately track data and take initiative to identify and resolve data discrepancies

* Excellent judgment, discretion, and critical thinking skills in handling complex, confidential, or nuanced matters

* Strong communication skills (written, oral, and listening) across all levels of the organization

* Well-organized and able to prioritize among competing demands

* Able to adapt in a changing environment

* Team-oriented and collaborative

* Proficient in (or able to quickly learn) a variety of software platforms needed to administer academic appointments (e.g., Microsoft365, Faculty Recruiting System, FAO Faculty and Business Plan Database, Interfolio, PeopleSoft, Smartsheet) and able to train/advise others on their use

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 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 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.

#LI-GY2