Administrative Program Coordinator

2 weeks ago


Chicago, Illinois, United States Northwestern University Full time
Department: MED-Clinical Trials Unit
Salary/Grade: NEX/12

Job Overview:

The role involves overseeing a diverse range of administrative functions and activities, including database management, budget oversight, and human resources reporting. The position also entails communication tasks such as website development and the organization of multiple calendars and events for supervisors and departments. Responsibilities include reviewing administrative procedures, policies, and operational methods, while identifying and documenting applicable Standard Operating Procedures (SOPs), best practices, and compliance systems.

Key Responsibilities:

Documentation & Databases
  • Prepare and compile correspondence, reports, and other documents based on analysis and subject matter expertise.
  • Develop and maintain complex spreadsheets, databases, and reports aligned with supervisory objectives.
Website Management
  • Oversee the creation, design, and maintenance of website and blog content, ensuring user-friendliness for the target audience.
  • Organize information to enhance site usage.
  • Collect information on programs and events.
  • Write, edit, and publish articles, newsletters, and program summaries on the website.
Human Resources Support
  • Assist with staff and academic recruitment processes.
Coordination
  • Manage departmental calendars and complex scheduling involving multiple parties and international travel.
  • Arrange and cancel meetings based on knowledge of subject matter and attendees.
  • Coordinate large-scale events and support on-site arrangements for research participants and study monitoring staff.
  • Ensure regulatory compliance through follow-up communications and timely reporting.
  • Monitor lab and departmental supplies, addressing orders as necessary.
  • Oversee the tracking and shipment of regulatory documents.
  • Facilitate communications and manage mailing/shipping requirements.
Contact Management
  • Represent the department or program, managing confidential information and responding to complex issues.
Supervision
  • Coordinate the work of receptionists, assistants, interns, and other support staff.
  • Provide guidance for department visitors.
Miscellaneous

Perform additional duties as assigned.

Minimum Qualifications:
  • High school diploma or equivalent required.
  • Five years of relevant administrative support experience required.
Minimum Competencies:
  • Proficient in word processing, spreadsheet, email, and database software.
Preferred Competencies:
  • Experience in research.
Compensation:
The target hiring range for this position is between $20.95 and $29.00 per hour, with the offered salary determined by the applicant's qualifications and experience.

Benefits:
Northwestern University offers competitive health care plans, retirement benefits, and tuition discounts.

Work-Life Balance:
Comprehensive programs are available to assist employees and their families in navigating challenges and maintaining healthy lifestyles. Flexible work arrangements are supported where possible.

Professional Development:
Northwestern encourages employee career growth and offers various resources for professional development and education.

Northwestern University is an Equal Opportunity, Affirmative Action Employer, welcoming applicants from all backgrounds.
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