Department: Alumni Relations & Development Salary/Grade: NEX/10
The Program Assistant provides a variety of administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or department calendar.
This position supports Alumni Engagement, which is a part of the Northwestern Alumni Association, in the office of Alumni Relations and Development. This position includes data management and administrative support which includes overseeing data input, management, and analysis; creating communication pieces and copy editing; developing logistic processes; providing first line customer service support; managing event logistics; coordinating social media presence; and other projects as they arise. May include managing student worker position; developing presentations; benchmarking; and having direct interactions with alumni volunteers.
Complete online courses on podcast editing in order to support digital programming efforts of the Career Advancement team, if not current on technology. Edits career podcast. Prepares 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.
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. May complete routine payroll actions.
Processes a limited variety of routine HR transactions & provides information on HR policies & procedures.
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.
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.
May coordinate work of receptionists, program assistants, temporary/work-study students, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support or other relevant experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to problem solve, strong internal communication skills, ability to work independently.
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: 36595
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.