Program Assistant 2

Department: MED-Osher Ctr Integrative Med
Salary/Grade: NEX/10

Job Summary

The Osher Center for Integrative Health sits within the Institute for Public Health and Medicine (IPHAM) at Northwestern's Feinberg School of Medicine. The Osher Center is dedicated to transforming healthcare through education, research, and community engagement. Our mission is to advance whole-person care by integrating evidence-based approaches that promote health, prevent disease, and address root causes of illness.

We offer innovative academic programs, including integrative medicine electives, a year-long faculty fellowship, and courses like Cooking Up Health, combining culinary and medical education. Our research focuses on advancing the science of integrative health, while our community initiatives improve access to holistic care and promote health equity. Together, we are shaping a future where compassionate, patient-centered care is the standard.

The Osher Center is recruiting a Program Assistant 2 to provide administrative support to the Center's leadership team. Reporting to the Clinical Operations Manager, this position will support organizational, administrative, and correspondence activities related to the Center's educational programs and daily operations.

Responsibilities include coordinating guest speakers and educational sessions, organizing meetings and special events, preparing agendas and meeting materials, arranging travel and other logistics, managing course materials and educational documents, and supporting database management fand marketing efforts for multiple Center activities. The position will also draft correspondence, respond to email inquiries, prepare reports, charts, graphs, and other documents using word processing, spreadsheet, database, and presentation software; assist with financial reconciliations; manage calendars; and provide general administrative support to the leadership team

The Program Assistant 2 will serve as one of the first points of contact for the Center and will respond promptly and professionally to inquiries by email, phone, and other communication channels. The preferred candidate will be a strong communicator and collaborative team player who is highly organized, detail-oriented, proactive, and able to manage up and anticipate the needs of the Center's leadership.

Specific Responsibilities:

Documents & Databases

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

• Coordinates content maintenance of websites &/or blogs

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Investigates & resolves discrepancies

Human Resources

• Processes a limited variety of routine HR transactions.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.

Contacts

• Provides information via phone, e-mail, mail, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required. Ability to work in a hybrid setting required.

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

• Intermediate knowledge of word processing, Excel, Outlook, email, and Microsoft office database software programs is required.

• Detail oriented and strong organizational skills

• Exposure or interest in integrative medicine is preferred but not required

Preferred Qualifications:

• Undergraduate college degree and 5 years of administrative support with mid-level of technology and basic exposure to integrative health philosophies.

Preferred Competencies: (Skills, knowledge, and abilities)

• Exposure or interest in Integrative health

• Organization & Prioritization - Ability to manage multiple responsibilities, deadlines, meetings, and competing priorities effectively.

• Communication & Professionalism - Strong written and verbal communication skills with leadership, colleagues, speakers, and external contacts.

• Proactive Initiative & Attention to Detail - Ability to anticipate leadership needs, work independently, follow through, and ensure accuracy in administrative and operational tasks.

Target hiring range for this position will be between $18.42 - 23.75 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.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 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.

#LI-JP1