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Program assistant • chicago il

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Financial / Program Assistant

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[job_card.full_time]
Add to Favorite Jobs Email this Job.MED-Mesulam Ctr Cog Neur & Alz.Target hiring range for this position will be between. Offered salary will be determined by the applicant's education, experience, ...[show_more][last_updated.last_updated_30]
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[job_card.full_time]
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[job_card.part_time]
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Financial / Program Assistant

Financial / Program Assistant

Northwestern UniversityChicago, IL, United States
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Apply for Job Job ID 52783

Location Chicago, Illinois

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Department : MED-Mesulam Ctr Cog Neur & Alz

Salary / Grade : NEX / 11

Target hiring range for this position will be between be Salary range is as be $19.89-$27.97 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.

Job Summary :

The Mesulam Center for Cognitive Neurology and Alzheimer's Disease Center is a multi-departmental component of the Feinberg School of Medicine. We specialize in the clinical care and scientific study of neurological diseases that interfere with cognition and behavior. Areas of emphasis include age-related memory impairments and dementias. We are focused on Alzheimer's disease, Primary Progressive Aphasia and Frontotemporal Dementia. Our three interacting missions are to investigate the causes and clinical characteristics of neurodegenerative diseases, to ensure that our patients are the beneficiaries of the latest research advances, and to explore the neural foundations of behavior and cognition in health and disease.

Provides day-to-day financial & accounting support using an advanced knowledge of applicable skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems & / or decisions. Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations. Provides administrative & / or clerical support.

Specific Responsibilities :

Budget :

  • Maintains & tracks individual budget accounts.
  • Coordinates annual budget process including tasks associated with the open / close processes.
  • Updates calendar, spreadsheets, templates & forms; monitors submissions.
  • Completes reconciliation procedures.
  • Creates summary reports.

Analysis, Statements & Reporting :

  • Prepares account, budget, cost, expenditure & / or funds analysis.
  • Provides reports to managers / PIs in tracking payment status & notification when balances & activities do not comply with policy, procedures or are inadequately prepared.
  • Creates reports & queries; reviews for incomplete records, data entry errors, & / or accounting mistakes.
  • May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.

    • Transactions :

  • Completes & maintains transactions in enterprise systems.
  • Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
  • Reviews; ensures approval based on alternatives regarding practice & policy.
  • Troubleshoots problems.
  • Performs vendor / account research as needed.
  • Obtains additional information from or provides instruction & guidance for customers / vendors; corrects or escalates.
  • Accesses multiple banking systems to process transactions, retrieve information, & / or initiate wire transfers.
  • Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
  • Contacts outside agencies, banks & / or banking systems to obtain clarification of rules & / or regulations.
  • Enters information into database.
  • Deposit checks or pass on to development for deposit.

    • Administration :

  • Standard questions regarding status of requests, policies and procedures for processing transactions, & / or instructions for completing paperwork.
  • Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
  • Completes other administrative & / or clerical activities such as organizing meetings; reserving AV equipment.
  • Coordinates office, lab & / or building repairs & maintenance.
  • Maintains inventory & order supplies.
  • Answers phones, routes callers, takes messages.
  • Greets visitors, responds to inquiries, requests & provides routine information.
  • Organize and distribute mail.
  • Restock, organize kitchen supplies, wipe down kitchen surfaces.
  • Restock, organize coffee station supplies, wipe down coffee station surfaces.
  • Organize storage spaces.
  • Manage departmental email account.
  • Maintain / oversee departmental calendars including for conference rooms and shared workstations.

    • Training :

  • Assists with training of new staff members

    • Creates & provides financial training on practice, procedure, policy & / or laws & regulations to customers.

    Miscellaneous

    Performs other duties as assigned.

    Minimum Qualifications : (Education, experience, and any other certifications or clearances)

  • High school diploma or the equivalent.

    • 3 years accounting & / or bookkeeping or other relevant experience.

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

  • Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.

    • Preferred Qualifications : (Education and experience)

  • Bachelor's Degree in finance, accounting, business, or a related field
  • Financial management experience

    • Operation / programmatic management experience

    Preferred Competencies : (Skills, knowledge, and abilities)

  • Familiarity with financial reporting.
  • Organization, time management, detail oriented
  • Multi-tasking, communication
  • Self-starter, diplomatic, pro-active, manage stress
  • Managing people
  • Provide leadership by cooperatively anticipating, coordinating, strategizing
  • Action oriented - Willing or likely to take practical action to deal with a problem or situation.
  • Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
  • Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
  • Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
  • Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
  • Meets deadlines - Displays consistency and success in adhering to deadlines.
  • Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.

    • Organization - Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

    #LI-RM1

    Benefits :

    At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 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 .