Department: MCC Office of Prof Education Salary/Grade: NEX/11
Program Assistant provides administrative support to a portfolio of related graduate programs within the McComrick Office of Professional Education (OPE). Program Assistant provides student and faculty program support to approximately 250 professional graduate students and 20-40 faculty members across a group of related graduate programs.
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.
Updates Salesforce database with information on prospective students, current students, and alumni.
Emails prospective students, current students, and alumni regarding upcoming recruitment activities such as information sessions or networking events.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Maintain social media accounts including Facebook, LinkedIn, and Twitter, etc.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
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.
Maintains accounting balances for grants/contracts.
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Arranges all aspects of the course schedule including publishing the course in CLSS, establishing CANVAS sites for faculty, reserving classroom space, and ordering course packets (if needed).
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
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.
Receive, process, and track all application materials from prospective students.
Coordinate commencement activities with The Registrar’s Office including ordering of diplomas and confirming graduates have met degree requirements.
Manages the course registration process for all incoming and current students.
Updates student records in SES including the matriculation of new students and the confirmation of degrees for graduates.
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.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience
1-3 years of working experience in administration or program coordination
Interest in engineering/technology education
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent working knowledge of most University systems (SES, HRIS, FASIS, CLSS, GSTS, GATS, CANVAS, Cascade, BI Reporting, PROJECT CAF�) and understanding of educational processes in the administrative chain (e.g. Registrar, Student Accounts, Purchasing, International Office, HR)
Solid understanding of University policies
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: 40930
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.