Program Assistant 4

Department: School of Professional Studies
Salary/Grade: NEX/12

Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Specific Responsibilities:

Documents & Databases

• Support the Graduate Programs department with various reporting, data entry, and other processes.
• Independently responds to and composes correspondence.
• Types, copies &/or distributes reports, proposals, presentations, etc.
• 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.
• Runs standard reports.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Resolves payment & delivery problems.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.

Human Resources

• Prepares forms & verifies information.
• Serves as a Section 2 processor for E-Verification
• Explains HR procedures.

Coordinations

• Manages dept. calendar.
• Manages and completes registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Schedule rooms.
• Coordinates complex itineraries involving domestic and/or international travel, etc.

Contacts

• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Student Services

• Provides information on courses, general requirements & policies & procedures.
• Processes forms.
• Sets-up & maintains records.
• Reviews forms for completeness, etc.
• Proctors Exams

Supervision

• Supervises work of temporary &/or work-study 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.
• Communication, Oral and Written: Communicates effectively one-on-one, in small groups, and in public speaking contexts; writes precise, well-organized emails, letters, and memos while using appropriate vocabulary and grammar.
• Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Organization: Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.

• Cultural competency: Aware of and sensitive to different cultures and norms represented by the diverse populations of SPS and NU, and able to foster an inclusive and equitable environment for faculty and students.

Preferred Qualifications: (Education and experience)

• A Bachelor's degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired

• Experience working in an academic environment directly related to supporting education programs, including regular contact with students and faculty

Preferred Competencies: (Skills, knowledge, and abilities)

• Communication, Oral and Written: Communicates effectively one-on-one, in small groups, and in public speaking contexts; writes precise, well-organized emails, letters, and memos while using appropriate vocabulary and grammar.
• Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Organization: Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
• Computer Proficiency: Successfully uses multiple software programs independently. Software may include Microsoft Office, email, and PeopleSoft
• Knowledge of NU systems - including NUFS, MyHR, Canvas, Cascade, and CLSS
• Cultural competency: Aware of and sensitive to different cultures and norms represented by the diverse populations of SPS and NU, and able to foster an inclusive and equitable environment for faculty and students.

Target hiring range for this position will be between $25.50 and $27.25 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, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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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