Temporary Program Assistant 3

This is a part-time, temporary position (20 hours per week, Monday through Friday) located on the Evanston campus. Approximate start date: June 15, 2026; approximate end date: December 11, 2026.

About the Role

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

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
  • Maintains websites and/or blogs.
  • Creates new web pages and/or updates standard information/data within the application’s content management program.
• 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
  • Initiates full range of HR actions such as new employee department orientation.
  • Resolves hiring, termination, etc., processing problems.
  • Drafts job descriptions.
  • Explains HR procedures.
• Coordination
  • Manages supervisor's and/or department calendar.
  • Manages registration and travel.
  • Organizes and coordinates events, which may include creating timelines.
  • Collects agenda items and background materials.
  • Creates registrant profiles.
  • Coordinates complex itineraries involving domestic and/or international travel.
  • Prepares annual event, conference, and/or meeting budget.
  • Verifies invoices and expense reports; reconciles to budget.
• Contacts
  • 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, and program evaluation.
  • Recommends alternatives for course requirements.
  • Reviews administrative processes and procedures regarding student services and recommends changes.
• Supervision
  • Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc.

Requirements

• A high school diploma or equivalent is required.
• Four years of administrative support or other relevant experience is required.
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Pay

$23.00 per hour.

Benefits

This temporary position is eligible for paid time off and paid sick time in accordance with Northwestern University policies. This position is not eligible for other benefits offered to regular staff positions.