Program Assistant 2

Department: MCC Office of Prof Education
Salary/Grade: NEX/10

Job Summary:

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.

The Program Assistant provides administrative support to a portfolio of related graduate programs within the McCormick Office of Professional Education (OPE). Program Assistant provides student and faculty program support to approximately 250 professional graduate students and 20-40 faculty members across a group of related graduate programs.

Please note: Responsibilities include occasional Saturday program coverage and occasional evening hours, but position is primarily 9am-5pm, Monday- Friday. Schedule of three days in-office and two days remote to be determined in consultation with other team members to ensure appropriate and equitable coverage of on-site activities.

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.
• Updates databases with information on prospective students, current students, and alumni.
• Emails prospective students, current students, alumni, and industry contacts regarding upcoming recruitment activities such as information sessions or networking events.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.
• Contribute to social media accounts including Facebook, LinkedIn, and Twitter, etc.

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.

Coordinations

• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• Organizes, coordinates, and staffs frequent program events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Arrange all aspects of the course schedule including publishing the course in CLSS, establishing CANVAS sites for faculty, reserving classroom space, and ordering course materials (if needed).

Contacts

• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Research 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.
• Receive, process, and track all application materials from prospective students.
• Coordinate commencement activities with The Registrar's Office including ordering of diplomas and confirming graduates have met degree requirements.
• Manages the course registration process for all incoming and current students.
• Updates student records in SES including the matriculation of new students and the confirmation of degrees for graduates.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 2 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.

Preferred Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience
• 1-2 years of working experience in administration or program coordination
• Interest in engineering/technology education

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent working knowledge of most University systems (SES, HRIS, FASIS, CLSS, GSTS, CANVAS, Cascade, BI Reporting, etc.) and understanding of educational processes in the administrative chain (e.g. Registrar, Student Accounts, Purchasing, International Office, HR)
• Solid understanding of university policies

Target hiring range for this position will be between $18.42 - $25.90 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

#LI-GY1