Provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar.
The Program Assistant provides a variety of administrative support for dept chair and assistant chair, provides graphic design and promotional support for the department including department newsletters, monthly mailings, posters and website, and may assist with some components of grant proposal preparation.
Prepares manuscripts, scientific, technical &/or statistical documents; proofs for spelling & grammar. Enters information into spreadsheets &/or databases & may create equations &/or compile routine reports, statistics, tables, charts, etc. from readily available information.
Provides a variety of clerical & administrative support for dept chair and assistant chair, provides graphic design support for grant proposals and various departmental promotional materials.
Coordinates faculty recruitment, appointment requests, promotion and tenure.
Coordinates content maintenance of websites &/or blogs & may train &/or assist faculty &/or staff in updating their websites &/or blogs.
Processes accounts payables &/or receivables; verifies income &/or expense; resolves discrepancies & over/under budget problems, etc. May enter, track, & maintain documentation & logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating & resolving discrepancies & preparation of budget reports & spreadsheets.
Coordinates supervisor's &/or dept calendar including registration & travel. Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of personnel both internally & externally.
Prepares and mails department newsletter, monthly mailings and posters.
Guides students through admissions process; 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.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
A bachelor's degree and previous experience in an office/administrative setting or the equivalent combination of education, training and experience from which comparable skills can be acquired;
One year of experience in an administrative support role, preferably with some graphic design experience;
Intermediate knowledge of MS Word, PowerPoint, Excel, Adobe Photoshop, email, and web browsers;
Demonstrated ability to perform duties and responsibilities with accuracy and attention to detail and support for organizational policies, as well as the ability to anticipate demands/pressures of assignments and adjust accordingly;
Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar;
Demonstrated ability to communicate effectively one-on-one, in small groups and in public speaking contexts.
Ability to take a common sense approach, be proactive and work independently.
Preferred Competencies: (Skills, knowledge, and abilities)
Customer Service; Team Player; Collegiality, Communication, Attention to detail, Microsoft Office, Efficiency/Dependability
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: 37753
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.