Northwestern University
Program Assistant 4, Student Life
Northwestern University, Chicago, Illinois, United States, 60601
Administrative Assistant
Coordinates a broad variety of administrative processes and activities such as database, budget, and HR - maintenance and reporting; communications including website design; and management of supervisor(s) and/or department's multiple calendars and events. Reviews administrative work procedures, policies, and operational methods; identifies and documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems. The Administrative Assistant role is a highly visible, critical role that serves as the front line for a very busy MiM and MBA Program office. This position provides high-level administrative support and world-class client relations to faculty, students, staff, and visitors and is a key member of the team. Position works Monday
Friday in person 8:15
4:45. Occasional evening and weekend work may be required. Specific Responsibilities
Based on analysis, research, and/or knowledge of subject matter, professional field, and/or topic, prepares and compiles correspondence, reports, etc. Creates and/or maintains complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on supervisor's information objectives. Independently responds to and composes correspondence, including student letters. Tracks MiM student attendance and other requirements. Manages exam and document pick up for students and faculty. Oversees creation, design, and maintenance of MiM and CPU websites, Canvas sites, and/or blog content ensuring ease and practicality of use for targeted audience and objective. Organizes information in ways that promotes and encourages use of the site. Gathers information regarding programs, events, etc. Creates, writes, edits, and posts articles, newsletters, program summaries, etc. to MiM and CPU websites. Creates and updates flyers, bulletin boards, and digital monitors for students. Creates and manages events in CampusGroups, posts and responds to messages in the MiM/CPU mailboxes and Slack channels. Administers budgets for awards and/or dept which may include approving purchases, reimbursements, and/or orders. Processes accounting transfers, appropriation and funding changes, deposits, and payroll. Completes journal entries. Creates and monitors budget statements. Verifies that charges are accurate and posted to the appropriate account. Reconciles accounts. Resolves discrepancies and/or outstanding encumbrances. Assists in balancing accounts at close of fiscal year. Assists in preparation of annual budget. Administers budgets and/or accounting balances for multiple awards. Receives and manages orders; organizes supplies for early career programs. Coordinates administration of all HR actions from hiring to termination. Supports staff and/or academic searches. Recommends and implements changes to administration of HR policy and procedures for unit/dept. Manages supervisor's and/or dept calendar. Manages complex scheduling arrangements involving multiple parties and conferences, international travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events. Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed. Represents the dept, program, or project with various levels of personnel both internally and externally managing and facilitating confidential and/or critical information. Greets everyone who enters office suite as one of two front desk personnel. Responds to requests from Evening and Weekend and MiM students and faculty. Screens and prioritizes incoming calls. Provides high-level customer service/client relationship management to ensure a world-class experience; ensures visiting administration and other guests are directed to appropriate office or location. Represents MiM team in routine/standard situations of varying levels of personnel both internally and externally; manages faculty requests as needed. Manages Wildcard, nameplate, and nametag procurement process. Provides faculty and course support for MiM, EWMBA, EMBA, and Exec Ed as needed, including printing, copying, and sharing exams. Liaison with KIS, facilities, and other Wieboldt offices. Liaison with Academic Affairs for course scheduling and academic calendars. Liaison with Academic Experience for tutoring programs and exam schedules. Responds to unanticipated and complex issues. Coordinates student recruitment and admissions process. Refers students to appropriate resources. Participates in evaluation of program. Recommends and implements administrative and procedural changes. Participates in team meetings. Manages Wildcard, nameplate, and nametag procurement process. Manages services for students such as UPass. Provides a variety of administrative support for student services, such as onboarding and offboarding, engagement, and program evaluation. Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc. Performs other duties as assigned. Minimum Qualifications
A high school diploma or equivalent required. 5 years of administrative support or other relevant experience required. Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required. Willing or likely to take practical action to deal with a challenge or situation. Receptive to feedback, willing to learn, embracing continuous improvement. Facilitates open and effective communication, cooperation, and teamwork within and outside of one's own team. Helpful, respectful, approachable; builds strong working relationships and a positive work environment. Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid challenges. Displays consistency and success in adhering to deadlines. Demonstrates ability to work on multiple projects simultaneously. Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail. Preferred Qualifications:
B.A. or B. S. degree Preferred Competencies: (Skills, knowledge, and abilities)
Excellent written and verbal communication skills required. Strong detail orientation and organizational skills required. Ability to achieve objectives with minimal direction, demonstrate leadership skills, and a self-starter required. Advanced proficiency in MS Office (Excel, Word, PowerPoint, and Outlook) required. Professional demeanor, tactful, respects confidentiality, service-oriented required. Ability to be agile and pivot with changing priorities required. Ability to work some weekends and evenings as required. Target hiring range for this position will be $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. At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts, and more! Visit us to learn more. 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 to learn more.
Coordinates a broad variety of administrative processes and activities such as database, budget, and HR - maintenance and reporting; communications including website design; and management of supervisor(s) and/or department's multiple calendars and events. Reviews administrative work procedures, policies, and operational methods; identifies and documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory and compliance systems. The Administrative Assistant role is a highly visible, critical role that serves as the front line for a very busy MiM and MBA Program office. This position provides high-level administrative support and world-class client relations to faculty, students, staff, and visitors and is a key member of the team. Position works Monday
Friday in person 8:15
4:45. Occasional evening and weekend work may be required. Specific Responsibilities
Based on analysis, research, and/or knowledge of subject matter, professional field, and/or topic, prepares and compiles correspondence, reports, etc. Creates and/or maintains complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on supervisor's information objectives. Independently responds to and composes correspondence, including student letters. Tracks MiM student attendance and other requirements. Manages exam and document pick up for students and faculty. Oversees creation, design, and maintenance of MiM and CPU websites, Canvas sites, and/or blog content ensuring ease and practicality of use for targeted audience and objective. Organizes information in ways that promotes and encourages use of the site. Gathers information regarding programs, events, etc. Creates, writes, edits, and posts articles, newsletters, program summaries, etc. to MiM and CPU websites. Creates and updates flyers, bulletin boards, and digital monitors for students. Creates and manages events in CampusGroups, posts and responds to messages in the MiM/CPU mailboxes and Slack channels. Administers budgets for awards and/or dept which may include approving purchases, reimbursements, and/or orders. Processes accounting transfers, appropriation and funding changes, deposits, and payroll. Completes journal entries. Creates and monitors budget statements. Verifies that charges are accurate and posted to the appropriate account. Reconciles accounts. Resolves discrepancies and/or outstanding encumbrances. Assists in balancing accounts at close of fiscal year. Assists in preparation of annual budget. Administers budgets and/or accounting balances for multiple awards. Receives and manages orders; organizes supplies for early career programs. Coordinates administration of all HR actions from hiring to termination. Supports staff and/or academic searches. Recommends and implements changes to administration of HR policy and procedures for unit/dept. Manages supervisor's and/or dept calendar. Manages complex scheduling arrangements involving multiple parties and conferences, international travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events. Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed. Represents the dept, program, or project with various levels of personnel both internally and externally managing and facilitating confidential and/or critical information. Greets everyone who enters office suite as one of two front desk personnel. Responds to requests from Evening and Weekend and MiM students and faculty. Screens and prioritizes incoming calls. Provides high-level customer service/client relationship management to ensure a world-class experience; ensures visiting administration and other guests are directed to appropriate office or location. Represents MiM team in routine/standard situations of varying levels of personnel both internally and externally; manages faculty requests as needed. Manages Wildcard, nameplate, and nametag procurement process. Provides faculty and course support for MiM, EWMBA, EMBA, and Exec Ed as needed, including printing, copying, and sharing exams. Liaison with KIS, facilities, and other Wieboldt offices. Liaison with Academic Affairs for course scheduling and academic calendars. Liaison with Academic Experience for tutoring programs and exam schedules. Responds to unanticipated and complex issues. Coordinates student recruitment and admissions process. Refers students to appropriate resources. Participates in evaluation of program. Recommends and implements administrative and procedural changes. Participates in team meetings. Manages Wildcard, nameplate, and nametag procurement process. Manages services for students such as UPass. Provides a variety of administrative support for student services, such as onboarding and offboarding, engagement, and program evaluation. Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc. Performs other duties as assigned. Minimum Qualifications
A high school diploma or equivalent required. 5 years of administrative support or other relevant experience required. Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required. Willing or likely to take practical action to deal with a challenge or situation. Receptive to feedback, willing to learn, embracing continuous improvement. Facilitates open and effective communication, cooperation, and teamwork within and outside of one's own team. Helpful, respectful, approachable; builds strong working relationships and a positive work environment. Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid challenges. Displays consistency and success in adhering to deadlines. Demonstrates ability to work on multiple projects simultaneously. Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail. Preferred Qualifications:
B.A. or B. S. degree Preferred Competencies: (Skills, knowledge, and abilities)
Excellent written and verbal communication skills required. Strong detail orientation and organizational skills required. Ability to achieve objectives with minimal direction, demonstrate leadership skills, and a self-starter required. Advanced proficiency in MS Office (Excel, Word, PowerPoint, and Outlook) required. Professional demeanor, tactful, respects confidentiality, service-oriented required. Ability to be agile and pivot with changing priorities required. Ability to work some weekends and evenings as required. Target hiring range for this position will be $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. At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts, and more! Visit us to learn more. 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 to learn more.