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The Program Assistant 2 position in the Neurobiology Department in the Weinberg College of Arts & Sciences coordinates a broad range of administrative processes and priorities involving administrative functions associated with education, research and operations. This position is the primary contact for the department, which includes the primary contact for the department website and social media accounts, as well as the Department Chair’s calendar, travel and administrative activities. This position coordinates the onboarding and off boarding documents and processes for faculty, staff, research personnel and students. The Program Assistant 2 manages computer and key access spreadsheets & databases, room reservations for LSFS, meetings for faculty, and special events. This position provides a variety of clerical & administrative support which may include drafting website and social media articles & letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, meetings & special events; and supervisor's &/or dept calendar(s).
Please note: Occasional overtime may be required at special departmental events.
Documents & Databases
Primary point of contact for the Department Chair’s schedule, correspondence, presentations and travel activities.
Under the direction of the Assistant Chair, coordinates the documents to process affiliate and research faculty reappointments and new appointments. Assists with the onboarding and off-boarding documents for faculty, staff, students and research personnel.
Responsible for keeping the department directory updated and distributed, as well as key distribution, computer supplies, photo gallery, promotional materials, dept bulletin boards and equipment and space databases.
Maintains inventory of office supplies, notebooks, computer and printer supplies.
Proofs for spelling & grammar.
Enters information into spreadsheets &/or databases.
Primary contact for the department website and social media accounts.
In conjuction with WCAS Marketing team and Assistant Chair, oversees creation, design and maintenance of website and/or blog content ensuring ease and practicality of use for targeted audience and objective.
Gathers information regarding programs, events, awards/honors, etc, and rotates content to keep the website up to date.
Creates, writes, edits and posts articles, newsletters, program summaries etc., to website.
Creates, updates and maintains special events, and promotes events and dept news on social media sites.
Serves as primary owner of dept electronic tools, works diligently to promote faculty and department activity.
Manages the content on websites and social media and keeps updating stories, slider, faculty pages and other IT software and electronic media in accordance with software and IT requirements.
Coordinates content maintenance of websites &/or blogs. Keeps MS LinkedIn account active and updated, inviting alumni to join and building awareness of dept activities to alumni.
Maintains dept listservs; maintains and updates Wiki online handbook, creating accessible information to aid in office coverage.
Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
Manages inventory and expenses for computer and printer supplies; office, refreshment and medical cabinet supplies.
Manages the department capital equipment inventory lists; provide tags to all incoming relevant lab equipment, and provides NU with the annual updated report.
Under the direction of the Assistant Chair, organizes and disseminates the annual space survey memo – confirming with faculty assigned space, and annual personnel. Keeps the updated yearly space memos (and completion of space survey by Assistant Chair) in Box.
Tracks keys (new and terminating employees) and expense of FM charges/estimates.
Identified continuous process improvement opportunities.
Processes accounts payables &/or receivables.
Tracks computer/software and hardware expenses for faculty in the dept .
Processes payments and tracks expenses for special events, masters program, dept seminars, and verifies invoices against actual charges; reconciles and budgets FM charges.
In conjunction with LSFS Office, initiates on-boarding activities for new faculty, staff, research personnel and students.
Works with Assistant Chair on processing affiliated and research faculty appointments; tracks affiliated and research faculty appointment end dates.
Assists the Assistant Chair with the design, creation and distribution of alumni surveys, newsletters.
Maintains internal and external listservs for the department.
Drafts stories, letters, may take photos and gather material necessary for newsletters, invites and department receptions/events.
Assists with the creation and design of departmental brochures, flyers, PPT presentations for Chair; and the development and material for WCAS Dean’s Office and ARD team, upon request.
Manage dept social media accounts (Twitter, LinkedIn, Facebook) which includes use of photography at special events and assists with drafting marketing material for faculty and leadership staff, in conjunction with WCAS marketing department.
Drafts correspondence, emails, etc., under the direction of Chair and Assistant Chair and assists with the Program Review process.
Under the direction of the Assistant Chair, sends out a weekly FM update at the end of each week notifying faculty and research personnel of upcoming FM projects and activities.
Coordinates dept calendar.
Serves as admin support for Dept Chair, drafs correspondence, assists with PPT’s and coordinates registration & travel for Department Chair.
Manages and orders office supplies, parking passes, water/coffee services, taking into account options for best pricing, maintain supply of inventory, manages outgoing and incoming mail for the department.
Manages the room reservation system, registering and reserving rooms for various departments.
Manages requests for the LCD projector, and calls in for service to copy machines, computer and printers.
Under the direction of Assistant Chair, and Chair, manages the logistics for the department events (Holiday Party, staff events, etc.)
Organizes and manages logistics and admin tasks for special department events. This includes reserving space/times, invites/RSVP’s, secures contract for review, invoice and estimates/vendor bids for catering and processes those expenses; and ensures that WCAS and NU policies and procedures are met.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Point of contact to call in FM emergencies for Hogan, Pancoe or Cook – per request of faculty, staff or research personnel.
Serves as primary point of contact for the department, directing guests, students and visitors and provides information about the department to internal and external personnel.
Screens and provides information via phone, e-mail, mail, etc.
Responds to inquiries, and provides basic interpretation and information of department’s policies and procedures
Manages key requests for dept personnel; places FM service requests, IT data/phone requests, and calls in service requests, as directed.
Researches information to resolve problems or issues.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Student Services/Masters Program
Updates MS web pages including additional FAQ’s.
Serves as back-up to Program Assistant 4 for MS program, when needed.
Assists with phone calls and applicant inquiries regarding admission to MS program.
Coordinates work of receptionists, program assts, temporary/work-study students, etc.
Keeps up to date the dept Program Assistant 2 Standard Operating Procedures book.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Strong Apple computer skills, including proficiency with MicroSoft Word and Excel;
Excellent interpersonal and customer service skills.
Maintains confidentiality and professionalism with regards to workflow and personnel.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.
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