Program Assistant 3

Department: Education & Social Policy
Salary/Grade: NEX/11

Job Summary:

The Program Assistant 3 supports the School of Education and Social Policy's Faculty Services and Doctoral Student Affairs by coordinating and managing administrative processes. This role prioritizes and responds to business matters related to education, research, and operations, while providing comprehensive support for student and faculty affairs, program development, admissions, recruitment, and financial processes. Responsibilities include assisting with financial reimbursements, catering orders & assisting with conference registration; creating and maintaining documents, spreadsheets, and databases; organizing meetings and events; and communicating critical updates and correspondence to students and faculty.

Specific Responsibilities:

Student and Faculty Services

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Maintain up to date records, create and approve forms of student milestones and assessments
• Create student funding letters, proof, track, and file signed copies.
• Maintain Canvas site with links to student opportunities and information.
• Setting deadlines, sending reminders, following up
• Manage permission numbers and resolve student registration issues in collaboration with TGS
• Collect and manage materials for nominations
• Reviews administrative processes and procedures regarding student services and recommends changes.

Financials

• Completes & maintains transactions in enterprise systems.
• Reviews, ensures approval, prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Troubleshoots problems.
• Performs vendor/account research as needed.
• Obtains additional information by phone, US- or e-mail from customers/vendors; corrects or escalates.
• Maintains Chart of Account lists.
• Prepares & delivers bank deposits.
• Enters information into database.
• Processes routine payroll actions.

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.

Coordination

• Manages registration and travel (e.g., speakers and guests)
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Manage itineraries and logistics for faculty job talks/interviews and other guests
• Prepares annual event, conference and/or meeting budget.

Contacts

• Maintains student listservs; website updates as needed
• Responds to student and faculty inquiries.
• Provides basic interpretation of policies and procedures.
• Research information to resolve problems or issues.

Miscellaneous

Performs other duties as assigned.

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

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

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

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.

Target hiring range for this position will be $23.00 - $25.50 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, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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.

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