The Program Assistant 2 works under a project manager and in collaboration with data analysts and other project team members to provide support on several sponsored research projects for the Illinois Department of Children and Family Services (IDCFS). Provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings, special events, and/or managing supervisor's and/or department calendar.
The Program Assistant 2 assists in the preparation, review, and timely and accurate delivery of several reports, including performance metrics. Provides technical support and user support to reporting audiences, including DCFS line staff, regional leaders, executive leadership, and contracted agency providers. Develops relationships with reporting audiences and key stakeholders and collaborates with these groups to improve the utility and relevance of reports.
This position also supports the Therapeutic Residential Performance Management Initiative (TRPMI), which is an ongoing collaboration between Northwestern, IDCFS, Chapin Hall, and the University of Illinois Chicago to develop and implement a more effective residential and group home monitoring program, enhancing safety, well-being, and therapeutic treatment. Using a continuous quality improvement lens, the program assistant will facilitate tracking the progress of the initiative.
Enters information into spreadsheets and/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Keeps track of projects, initiatives, etc. and updates project-related documents.
Processes a limited variety of routine HR transactions.
Provides information on HR policies and procedures.
Coordinates supervisor's and/or department calendar.
Coordinates registration and travel.
Coordinates events which may include scheduling rooms and/or guest speaker & arranging for routine materials, technology and refreshments.
Plans and schedules project meetings, facilitates meetings, and records meeting minutes.
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally and externally.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
May assist with developing and presenting information and training surrounding residential performance metrics.
Performs other duties as assigned.
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.
Knowledge of health services and policy research.
Knowledge of the child welfare and child mental health systems.
Preferred Qualifications: (Education and experience)
Bachelor’s in social work or a related field.
Preferred Competencies: (Skills, knowledge, and abilities)
Relationship skills, including the ability to be outgoing, assertive (but not aggressive), able to reach out to and talk comfortably with people at all levels of authority, able to balance speaking and listening, and comfortable using all methods of communication.
Demonstrated organizational skills, including attention to detail, and the ability to work independently, manage complex tasks, develop effective systems to manage workload/follow-up, and manage multiple tasks and competing deadlines.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36253
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.