Program Assistant 3

Job Summary

Captures administrative processes and prioritizes, directs, and responds to business matters involving education, research, and operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities

• Documents & Databases
• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.
• Website Maintenance
• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application’s content management program.
• Maintains and manages Department’s social media presence.
• Maintains and manages Department website, including developing, writing, editing, and publishing Department relevant articles.
• Accounting
• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.
• Human Resources
• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.
• Covers faculty recruitment activities involving placing ads, receiving CV’s, letters of recommendation, arranging travel and accommodations, scheduling of meetings and formal presentations and subsequent expense processing and follow through as requested.
• Gathers and prepares with the utmost confidentiality faculty promotion and tenure documents required for review.
• Covers coordination of faculty recruitment activities.
• Coordination
• Manages supervisor's and/or dept calendar.
• Maintains and manages department supplies.
• Maintains and manages incoming and outgoing packages and mail.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Covers coordination of events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Covers coordination and implementation of small to large scale and/or complex recurring events including the Student Recruitment Fair, Graduation, Distinguished Speaker event, Department Seminar Series, faculty meetings and external advisory committee and annual meetings.
• Covers maintenance and management of course scheduling for the department.
• Covers verification of invoices and expense reports; and/or reconciliation to budget.
• Screens and Prioritizes
• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.
• Student Services
• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.
• Supervision
• Covers coordination of work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.
• Miscellaneous
• Performs other duties as assigned.

Minimum Qualifications

• A high school diploma or equivalent required.
• 4 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.

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 parentalleave; 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.

EEO Statement

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.