Department: School of Professional Studies Salary/Grade: NEX/11
The Program Assistant 3 provides administrative and operational support to the staff, students, faculty, programs, and partners of the Office of Professional Development at the School of Professional Studies. Communicates with student, faculty and partners and assists with program scheduling, registration processing, and on-site program/event management. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc.
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.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Accounting, Budgets & Financial
Participates in program budget preparation
Approves appropriate expenses, purchases and reimbursements per budget.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Generates summary reports and statistics.
Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e-mail customers/vendors; corrects or escalates
Manages dept calendar.
Organizes and coordinates certificate programs and events which may include creating timelines.
Verifies invoices and expense reports; and/or reconciles to budget.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Student & Faculty Services
Provides a variety of administrative and operational support for student and faculty services such as on-boarding; scheduling; curriculum; program evaluation.
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student and faculty services and recommends changes.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 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 interpersonal and customer service skills
Strong organization skills
Strong oral and written communication skills
Strong knowledge of MS Office and the internet
Strong attention to detail
Event planning (conferences/meetings) experience would be helpful.
Demonstrated ability to multi-task, manage multiple priorities, and adhere to deadlines;
Ability to work well independently and as part of a team
Ability to carry heavy materials and be availability to work late on occasional evenings as needed
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: 37372
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.