The Third Coast Center for AIDS Research (TC CFAR) invites applications for a new Program Assistant 4 position. Competitive candidates will have at least five years of administrative support or relevant experience or a bachelor’s degree and 1-2 years of administrative experience, be interested working in HIV-related research programs, and have excellent communication and organizational skills. Please contact Christina Hayford, christina.hayford@northwestern.edu, TC CFAR Senior Research Data Analyst, with questions about this position.

Search for Job ID 51680 on Northwestern’s career website to see the full position description.

Job Summary:

This position will coordinate multiple important TC CFAR programs and will be a key member of the Administrative Core. It will coordinate logistics and planning of center programming and special events, such as seminars, symposia, journal clubs, and workshops. It will also provide administrative and calendar management support to leadership-led committees. Other programmatic and administrative tasks will also be assigned.

Specific Responsibilities:

Center Programming and Events

  • Coordinates logistics and planning of center programming and special events, such as monthly seminar series, journal club, workshops, and symposia.
  • Coordinates meetings of various TC CFAR cores and working groups, including scheduling, managing logistics such as space and technology, organizing slides or meeting content, and taking detailed notes.
  • Manages Center calendars and schedules ad hoc meetings of Center leadership.
  • Works closely with internal communications team to advertise events.

Website Support

  • Helps organize information in ways that promotes and encourages use of TC CFAR website. 
  • Gathers information regarding programs, events, etc. 
  • Helps create, write, edit and post articles, newsletters, program summaries, etc. to website.

Other Programmatic and Administrative Tasks

  • Helps maintain Smartsheet-based tracking systems for programmatic reporting to the NIH, through simple data entry.
  • Communicates reporting timelines and collects data about core services.
  • Represents the Center with various levels of personnel both internally and externally, managing and facilitating confidential and/or critical information.
  • Responds to unanticipated and complex issues.
  • Performs other duties as assigned.

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

  • A high school diploma or equivalent required.
  • 5 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities)

  • Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
  • Experience or interest in working on HIV-related research programs.
  • Excellent communication skills with effective spoken and written communication.
  • Strong organizational skills and the ability to prioritize tasks.

Preferred Qualifications: (Education and experience)

  • A bachelor’s degree and 1-2 years of administrative support experience.
  • 2 years of administrative support experience in a university setting.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Experience using WordPress or another content management system. 
  • Experience with MailChimp or other email marketing system.
  • Knowledge of Adobe Photoshop or other design software.
  • Experience working in public health, psychology, and/or biomedical research.