Program Assistant 3

2 weeks ago

Chicago, United States Northwestern University Full time

A strong performer in this role will be extremely detail-oriented, analytically minded, reliable, resourceful, and patient; able to pivot quickly and adjust plans to respond to unanticipated requests; interested in troubleshooting and problem-solving; adept at communicating clearly and concisely with diverse audiences and also have a high level of energy for procedural tasks such as completing forms, manually tracking information, and managing files.

Northwestern Pritzker Law prides itself on its active and diverse community, which brings together a passionate and talented group of students, staff, and faculty. The Law School endeavors to take principled action towards ensuring that we live up to our responsibility—and our institutional values—to create a diverse, equitable, and inclusive community for all constituents. Law School leadership commits to working tirelessly to ensure every member feels valued, all students can study and train to be successful in their careers, all staff members can develop personally and professionally, and where our faculty can both teach and support our students and produce top quality research and scholarship.
- Target hiring range for this position will be between $19.31 to $24.86 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_.

**Specific Responsibilities**:
**Payroll**
- Administer staff, student, and non-student temporary employee payroll activities. Ensure completion of payroll steps based on position type.
- Process appointment/positions forms, salary adjustments, student awards and stipends, additional pays, and termination paperwork.
- Serve as the liaison between staff/students, central payroll contacts, and other key players to troubleshoot and resolve issues.
- Maintain payroll data tracking spreadsheets. Compile information and provide reports as requested.
- Run established department queries to answer questions and respond to department needs, and to ensure compliance and accuracy of payroll records.
- Approve all student temporary timecards in Workforce and ensure compliance with timekeeping policies and procedures; communicate with students as needed to resolve discrepancies.
- Identify and investigate any issues with posted wages, to be remedied via payroll correction journals or other solutions as appropriate.

**Information Management and Compliance**
- Manage payroll-related information for staff, student, and temporary personnel files.
- Adhere to internal controls and ensure compliance and accuracy in payroll/timekeeping, DCFS laws, sexual harassment trainings, COI disclosures, etc.
- Complete employment verification documents for current and former staff and student employees.
- Pursue opportunities for enhanced efficiency in maintaining and processing staff and student information.

**Administration and Communication**
- Foster a service-oriented approach to the student employment experience. Communicate with students regarding hiring policies, procedures, and other general information.
- Support University Position Management process as it relates to student employee populations. Help draft request forms and check completed forms for accuracy. Maintain awareness of approved student and temporary jobs as a function of the payroll/hiring process.
- Assist with implementation of Law School HR initiatives and provide administrative support as needed.

**Reporting**
- Run ad hoc reports as requested.

**Other Duties**
- Stay abreast of university policies and procedures regarding payroll and maintenance of employee information.
- Occasionally assist with the completion of departmental expense reports and other accounts payable matters.

**Minimum Qualifications: (Education, experience, and any other certifications or clearances)**
- A high school diploma or equivalent required.
- 3-5 years of administrative support or other relevant experience required.

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

**Preferred Qualifications: (Education and experience)**
- Proficient in Microsoft Word, Excel, Outlook, and Teams
- Experience using Zoom or other remote communication systems.
- Experience tracking high volumes of detailed information and navigating large information sets

**Preferred Competencies: (Skills, knowledge, and abilities)**
- Ability to meet multiple deadlines.
- Ability to effectively communicate with diverse audiences in a variety of situations.
- Knowledge of (or ability to learn and apply) payroll principles and practices.
- Excellent customer service skills, including patience, attentiveness, and clarity.
- Ability to maintain high level of attention to detail and organization in an environment where distractions are commonplace and multi-tasking is often required.

**_ Benefits:_**:
**_ Work-Life and Wellness:_**:

- Northwestern offers comprehensive programs and services to help you and y

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