Location
Chicago, Illinois
Department: MED-Psych & Behavioral Science
Salary/Grade: NEX/10 Job Summary: The Program Assistant 2 helps support several labs in the Department of Psychiatry and Behavioral Sciences. Key responsibilities include:
- Administrative and clerical support: Drafting and typing letters, reports, charts and other materials using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening phone calls & visitors; preparing agendas; and coordinating logistics, including travel for meetings and special events
- Front office, access, and facilities coordination: Managing incoming calls and inquiries; coordinating suite access and keys; supporting workspace and facilities-related needs (e.g., office moves, maintenance requests, equipment issues); and serving as a point of contact for guests
- Document preparation and records management: Preparing correspondence and summary reports using Microsoft Word, Excel, and related software; maintaining essential administrative and personnel records, including contact lists, emergency contact forms, confidentiality agreements, computer inventory files, phone and port maps, organizational charts, kitchen duty schedules, mail logs, package tracking, and the Program Assistant manual
- Purchasing, payments, and payables: Processing payments and invoices in accordance with departmental and university guidelines; handling supplier registration, reimbursements and departmental P-card (corporate card) requests; processing supply orders; and maintaining and updating financial shadow system files
- Expense Reporting: Organizing, submitting, and reconciling expense reports
- HR and onboarding support: Assisting the department HR team with onboarding lab staff and volunteers
- Liaison and coordination: Serving as a liaison between labs and department administration
Specific Responsibilities: Documents & Databases
- Prepares manuscripts, scientific, technical &/or statistical documents.
- Proofs for spelling & grammar.
- Enters information into spreadsheets &/or databases.
- Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Website
- Updates and helps maintain department website
- Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
Accounting
Human Resources
- Processes a limited variety of routine HR transactions.
- Provides information on HR policies & procedures.
- Assist with onboarding of staff and volunteers
Coordination
Contacts
- Provides information via phone, e-mail, mail, etc.
- Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Miscellaneous Performs other duties as assigned. Minimum Qualifications: (Education, experience, and any other certifications or clearances)
- A high school diploma or equivalent required.
- 2 years of administrative support or other relevant experience required
Minimum Competencies: (Skills, knowledge, and abilities.)
- Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
- Demonstrated ability to work on multiple projects simultaneously
- Strong oral and written communication skills
Preferred Qualifications: (Education and experience)
- Bachelor's degree and four years in an administrative support role in an academic environment with 2 years direct experience in office administration or the equivalent combination of education
- and experience where comparable knowledge, skills and abilities can be acquired.
Preferred Competencies: (Skills, knowledge, and abilities)
- Knowledge of university business operations and research compliance requirements
- Familiarity with federal funding agency rules and regulations
Target hiring range for this position will be between $18.42 - 25.90 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process. #LI-JP1
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Northwestern University
$18.42 - $25.90 / hr
Feb 11, 2026