Northwestern University Medill School of Journalism, Media, Integrated Marketing Communications is a leader in education and research. As the media industry experiences unprecedented change, Medill is at the forefront of innovation. Our expert teaching and thought leadership focus on enduring skills and values as well as new techniques and technologies that are changing the way stories are told and consumed in today's digital world. In celebrating our 100th year in 2021, our experience in leading the fields of journalism and IMC is unparalleled.
Medill offers undergraduate and graduate degrees in journalism, and an undergraduate certificate and graduate degree in integrated marketing communications. The Medill community is tight-knit and supportive. It consists of 100 faculty, 50 staff, 1,200 students and 18,000 alumni. The diversity of the Medill community has been a source of innovation, excellence and leadership throughout our history. Today Medill continues its commitment to creating an inclusive environment and to providing equity in opportunities regarding research, teaching, administration and student services. We aim to welcome students, staff and faculty from diverse backgrounds and support them so they may thrive at Medill.
The Program Assistant 3 for Medill coordinates administrative processes & prioritizes, directs, and resolves business tasks in support of the school’s operational excellence.
This position is responsible for providing a broad category of administrative support as Medill’s Program Assistant on Assignment (80%) which serves Medill departments and programs school-wide as appropriate and requested, as well as Program Assistant support to the Medill Dean’s Office (20%). Development of collaborative working relationships within the Medill Dean’s Office and across the school’s faculty and staff is a priority.
Specific tasks may include (but are not limited to): creation and maintenance of documents, reports and spreadsheets, meeting schedule support, event coordination, general office management, work-study supervision, website maintenance, budget reconciliation, processing orders and payments, researching and resolving discrepancies as well as ad hoc projects. The position must demonstrate adaptability and flexibility to perform effectively in an environment in which parameters change frequently. Excellence in customer service, verbal and written communication, initiative and attention to detail are essential.
Documents & Databases
Independently responds to & composes correspondence.
Creates & maintains standard spreadsheets &/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Maintains websites &/or blogs.
Creates new web pages.
Updates standard information/data within various enterprise systems.
Creates & maintains financial records.
Processes and prepares HR-related forms and payroll actions.
Initiates full range of HR actions such as new employee department orientation.
Resolves hiring, termination, etc. processing problems.
Explains HR procedures.
Manages departmental calendars.
Coordinates travel arrangements.
Organizes & coordinates meetings and events which may include creating timelines.
Collects agenda items & background materials.
Creates registrant profiles, visitor information.
Coordinates complex itineraries involving domestic &/or international travel, etc.
Verifies invoices & expense reports; &/or reconcile to budget.
Contacts, Resources, Training
Responds to inquiries.
Provides basic interpretation of policies & procedures.
Researches information to resolve problems or issues.
Assists in on-boarding new administrative staff.
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.
Collaborates with colleagues across the school to help advance Medill’s strategic goals and improve the educational experience of our students.
Performs other duties as assigned.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience in an office setting required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and PowerPoint is required.
Bachelor’s degree or combination of relevant experience.
Previous experience in a university setting and/or customer service.
Knowledgeable about PeopleSoft, Cascade, Cognos and/or Excel.
Preferred Competencies: (Skills, knowledge, and abilities)
Multi-tasking, ability to prioritize, meet deadlines.
Keen attention to accuracy and detail.
Adaptability and flexibility.
Strong written and oral communication skills.
Ability to monitor issues for compliance concerns.
Customer service oriented.
Dependable and efficient.
Strong organizational skills.
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: 40199
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.