Department: MCC Engg Sci & Applied Math Salary/Grade: NEX/10
Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.
Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.
The Program Assistant 2 provides a variety of clerical & administrative support which may include drafting & typing correspondence, reports, charts, graphs, etc. using word processing, spreadsheet, database, website & presentation software; basic bookkeeping; screening calls & visitors; & making arrangements including travel, etc. for seminars, speakers, meetings & special events; &/or maintain department and conference room calendars.
Under the direction of the Department Business Administrator, the Program Assistant 2 position is primary responsible for supporting department’s administrative, faculty and student day-to-day operations. Guides students through admissions process; advise students of program requirements; maintain student records; coordinate events; coordinates content maintenance of web pages and databases. Facilitate the Graduate Admissions process by responding to inquires & emails in a timely manner. Assist in supporting and communicating with students and faculty regarding admissions, and degree completion processes. This includes all student affairs inquiries which consist of fellowship tracking, report creation, orientation set up and tracking students’ performance/progress and graduation process. Maintains databases and spreadsheets for reporting and analysis.
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Maintains file of student room assignments.
Creates admission year’s orientation notebook.
Manages all forms required – change of grade, add/drop, advisor list and materials for two Undergraduate and Graduate programs.
Coordinates content maintenance of websites, social media &/or blogs.
Trains &/or assists faculty &/or students in updating their websites &/or blogs.
Maintain department, program and student information including: graduate program requirements, course descriptions, course offerings and schedules.
Coordinates department and teaching schedules and classroom assignments.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Coordinates seminars and colloquia, including related hotel reservations, advertising and scheduling of events.
Coordinates facilities/space requests, including room assignments and keys.
Disseminate information on seminars and events to other departments.
Post events on Northwestern and McCormick event calendars (i.e. Plan it Purple and Tech Monitor)
Distribute department mail and business documents in accordance with NU policies.
Maintain conference room calendars
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Maintain database of alumni and contact information
Student Services and Graduate Admissions
Guides students through admissions process. Proactively follow-up with admitted students and deferrals until final decision deadline.
Advises students of major/minor requirements.
Reviews student files/records for academic progress & referral.
Applies knowledge of federal & state regulations.
Interprets existing policies & procedures; etc.
Provide information about course registration, curriculum, graduation requirements and ceremony.
Prepare orientation materials and on-going information to graduate and undergraduate students.
Respond to student inquiries regarding curriculum, course times, books, NU/McC/ESAM policies and procedures.
Performs other duties as assigned.
Minimum Qualifications: (Education and experience)
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.
Excellent organization skills; able to work independently with minimal supervision; results-oriented.
Ability to complete a multitude of simultaneous tasks and keep them organized.
Outstanding communication skills and dedication to great customer service.
Ability to identify opportunities to improve existing practices; willingness to explore alternatives; adaptability.
Strong interpersonal skills and strong sense of diplomacy.
Familiarity with website software.
Act as department liaison.
Strong customer service.
Preferred Qualifications: (Education and experience)
Bachelor’s degree or the equivalent combination of education.
3-4 years financial or administrative experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Demonstrates the ability to utilize effective critical thinking skills to work on and ensure targets are met on multiple projects simultaneously.
Seeks to build collaboration by encouraging trust, mutual respect and shared purpose among various participants in an event.
Takes initiative to investigate solutions to problems and is able to provide answers to students and staff in a timely manner.
Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, Outlook & Shared Inbox, web browsers, Peoplesoft and multiple NU systems
Demonstrates ability to troubleshoot, problem solve, multitask and prioritize work assignments and ability to adapt quickly to a fast pace environment.
Experience with university administrative systems.
Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 37062
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.