Program Assistant 3

Department: Medill - Administration
Salary/Grade: NEX/11

Job Summary:

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 which serves Medill departments and programs school-wide as appropriate and requested, as well as Program Assistant support and support to the Medill Dean's Office. 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, budget reconciliation, processing orders and payments, building access and facilities support, 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.

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.

Building and Facilities

• Track inventories and order office supplies.
• Manage room reservations and space scheduling.

Accounting

• Creates and maintains financial records.
• Prepares forms.
• 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.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Explains HR procedures.

Coordination

• Manages departmental calendars.
• Coordinates registration and travel arrangements.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles and visitor information.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts & Resources

• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches 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.

Supervision

• Coordinates work of temporary/work-study students.
• Collaborates with colleagues across the school to help advance Medill's strategic goals and improve the educational experience of our students.

Miscellaneous

Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.

Preferred Qualifications: (Education and experience)

• 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.

Target hiring range for this position will be between $23.00 - $25.50 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 and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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