Program Assistant 3, IT

Job Summary

The Alumni Relations and Development Technology & Infrastructure team is seeking an organized, service-oriented Program Assistant to play a key role in supporting day-to-day operations and initiatives. This position partners closely with IT staff, Facilities Management, and administrative teams to help coordinate technology services, facilities support, and project logistics that enable ARD staff to work effectively. The Program Assistant serves as a primary point of contact for incoming requests and inquiries, providing first-level support by responding to emails and phone calls, coordinating service requests through a ticketing system, and assisting with basic troubleshooting of conference room and videoconferencing technology. This role also supports meetings and events by helping coordinate space, technology, supplies, and schedules. In addition to coordination and customer service responsibilities, the Program Assistant provides administrative and operational support, including preparing reports and documentation, maintaining records and spreadsheets, reviewing budget statements, and generating routine financial reports. The role also contributes to maintaining organized shared resources such as calendars, inventories, and departmental documentation. This position is hybrid eligible and requires an on-site presence three days per week, with two days of remote work.

Responsibilities

• Documents & Databases: Prepare reports, correspondence, and spreadsheets based on research and analysis. Maintain complex spreadsheets and records as directed by the supervisor. Update and maintain departmental floor plans.
• Accounting: Review monthly budget statements to ensure accuracy, appropriate coding, and timely processing of expenses. Process supply and equipment orders and maintain organized financial records. Reconcile expenses, accounting transfers, and charges across accounts, identifying and resolving discrepancies as needed. Generate routine financial summaries and reports and assist with budget tracking and preparation.
• Coordination: Manage and maintain shared calendars for team and departmental resources, including training rooms, equipment reservations, and shared assets. Coordinate meetings, events, and logistical support, including space scheduling, technology setup, supplies, and collaboration with campus partners. Track inventory for technology and shared office supplies and coordinate replenishment and recycling services as needed.
• Contacts: Serve as a primary point of contact for staff, visitors, and partners by responding to inquiries, welcoming visitors, and providing a positive and professional experience. Receive, document, and coordinate service requests through the department's ticketing system, ensuring timely triage and follow-up. Research information, coordinate with appropriate teams, and communicate updates to help resolve issues effectively. Act as a liaison between the department and internal and external partners, including IT teams, Facilities Management, and vendors.
• Technical Support: Support conference room and shared-space technology, including basic troubleshooting of AV and videoconferencing equipment. Assist with first-level technology support requests and escalate issues appropriately.
• Miscellaneous: Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• 2 years of administrative support or other relevant experience.
• Intermediate knowledge of Office 365 tools and software.
• Experience working with financial management systems.

Preferred Qualifications

• Bachelor's degree or relevant administrative or program support experience.
• Working knowledge of budgeting principles, invoice processing, and expense tracking.
• Excellent interpersonal and communication skills, with the ability to communicate clearly and professionally in both written and verbal contexts.
• Customer service or front desk experience preferred, including serving as a first point of contact and supporting internal and external stakeholders.
• Demonstrated strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
• Demonstrated ability to solve problems independently, exercise sound judgment, and manage multiple projects or priorities simultaneously.
• Strong oral and written communication skills, with the ability to convey information clearly and professionally to internal and external stakeholders.
• Proven commitment to excellent customer service, with a responsive and solutions-oriented approach.
• Collaborative team member who is self-motivated, and proactive; takes initiative and contributes positively to team goals.

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.

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.

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.