Career Center

Department: MED-NU-CATS Institute
Salary/Grade: NEX/9

Job Summary:

Northwestern University’s mission is to help create and sustain a diverse, inclusive, and welcoming environment for all within the community. The Northwestern University Clinical and Translational Sciences (NUCATS) strives to achieve this goal in terms of science and innovation. NUCATS' mission is to provide scientists with consultative resources and expertise in order to accelerate how quickly transformative scientific discoveries make their way to patients and the community. It is our goal to continually increase the quality, safety, efficiency, and speed of innovative clinical and translational research

The Northwestern University Clinical and Translational Sciences (NUCATS) Institute is part of the Feinberg School of Medicine. It is also NUCATS’ mission to accelerate innovative and inclusive clinical research discoveries to improve human health for all, and for all communities. Our dynamic team is composed of faculty and staff colleagues with expertise in a wide variety of domains, including: clinical research infrastructure (e.g., regulatory, budget/finance), bioinformatics & data science, biostatistics, community-engaged research, education & career development, team science, etc.

This position – Program Assistant 1 – is part of the NUCATS Institute’s administrative team.

This position is primarily responsible for supporting the NUCATS reception desk for the NU Clinical & Translational Sciences (NUCATS) Institute. Position responsibilities include reception, processing financial transactions, providing customer service to visitors, and other general office responsibilities. This role also provides standard and routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or scheduling meetings. 

In addition, this role maintains the current compliance of regulatory binders by acquiring documentation, updating materials, and research study activities to include necessary items such as IRB approval letters, training documentation, and other principal investigator and study team qualifications. The Program Assistant 1 also performs updates to Regulatory tracking spreadsheets in alignment with study status and regulatory support services. This includes the delivery and retrieval of regulatory binders from research study partners for on-site visits. The Program Assistant 1 will interact with Regulatory team members and study teams through email correspondence. The Program Assistant 1 will also provide administrative support to the Finance team for routine tasks associated with sponsored research account management.

The NUCATS Institute is committed to maintaining a culture that values and prioritizes professional growth and work-life balance and to sustaining a diverse, inclusive, and welcoming environment for all team members.

Specific Responsibilities:

• Prepares & types form letters, simple memos, emails, labels, routine correspondence, etc. Types, copies &/or distributes reports, proposals, presentations, etc. Proofs for spelling & grammar. Enters information into spreadsheets & databases. May run standard reports.
• Maintains inventory & orders supplies; resolves payment & delivery problems. Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc. May balance accounts.  Assists with reconciling monthly budget statements.
• Prepares forms & verifies information. Maintains Institute's internal directory and ensures it remains updated.
• Makes appointments and may complete registration & travel arrangements. May schedule rooms, and arrange for routine technology & refreshments for meetings.  Coordinates Rubloff 11th floor conference room requests via the EMS online scheduling system including confirming reservations, sending reminders, posting daily schedules by the door, etc. Coordinates check-in/out of the conference room key and AV equipment needs.
• Answers phones, routes callers, takes messages, greets visitors, responds to inquiries & requests, and provides routine information. Contacts repair personnel as requested for copy machines, lab equipment, etc.  Maintains office copiers and fax machines including providing meter readings, replenishing paper and toner, addressing troubleshooting needs, and calling in for routine or emergency services. Coordinates front desk back-up coverage schedule. Maintains and ensures common areas such as the reception area, copy areas, break room and conference rooms are operating smoothly, properly stocked, and kept orderly & clean.
• Assists Business Administrator Center Administrator 3 with onboarding and offboarding of Institute employees following a checklist process.
• Provides facilities-related assistance to Business Administrator Center Administrator 3, such as processing routine maintenance requests, responding to parking questions, office key needs, etc.
• Assists Regulatory Team with administrative duties involved associated with research studies.
• Other duties as assigned.

Minimum Qualifications:

• High School Diploma or equivalent
• 4 years of administrative support experience

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs, including Microsoft Office Suites.

Preferred Qualifications:

• CITI training, but can be obtained once hired. 

Preferred Competencies: (Skills, knowledge, and abilities)

• Smartsheets

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 requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

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-KT1