The Program Assistant is a vital part of the AccessibleNU staff. This position is responsible for a variety of administrative, clerical, and accommodation support services. The Program Assistant is the primary point of contact for individuals visiting or contacting AccessibleNU. This position provides front desk coverage, and clerical support. Duties include screening calls and visitors, scheduling appointments, utilizing the ANU database, basic bookkeeping, ordering supplies, employing Microsoft Office Suite, and making meeting arrangements. The Program Coordinator also fulfills basic information requests from students and other constituents, monitors accommodation costs, and manages note-takers and student workers.
This position is not eligible for alternate work arrangements due to in-person business function needs.
About AccessibleNU: Using a social model of disability lens, AccessibleNU (ANU) is the unit that oversees implementation of academic and programmatic accommodations for students with disabilities. Through ANU, students can make arrangements for testing accommodations, books in alternate format, assistive technology, Sign Language interpreting, and other accommodations as determined appropriate through the interactive process. Learn more about AccessibleNU here: https://www.northwestern.edu/accessiblenu/
Vision: We will be full partners in the student learning experience.
Mission: AccessibleNU supports and empowers students with disabilities by collaborating with the Northwestern community to ensure equal access to fully participate in the academic learning environment.
Creativity: Innovative and forward-thinking solutions to classroom and campus access that are informed by universal design
Collaboration: Work proactively with our campus colleagues to serve as a resource that focuses on creating a welcoming, accessible environment in all aspects of university life
Inclusivity: Partner with the Northwestern community to ensure equal access; inclusion for all is a shared responsibility
Diversity: Disability is one of the many forms of identities that contributes to a thriving campus community
Integrity: Representation of disability in dialogue and decision-making processes across the institution
Student Learning: Using self-advocacy and self-determination skills, support students through their development as they learn to navigate college and beyond
Greets visitors in the ANU Evanston suite and schedules appointments for students, staff, and others
Answers and triages phone calls and emails from students, faculty, staff, parents, and other constituents
Responds to inquiries, requests, and provides routine information
Enters information into spreadsheets and databases
Proofs documents for spelling and grammar.
Compiles routine reports, statistics, tables, charts, etc. from readily available information
Coordinates content maintenance of websites and/or blogs
Uploads content to department website in consultation with Director of Assistive Technology
Coordinates events which may include scheduling rooms, guest speaker, arranging for routine materials, technology, and refreshments.
Schedule meetings, appointments, travel, rooms, create agendas, and make other arrangements on behalf of Associate Dean and all ANU staff
Provides information via phone, e-mail, mail, etc.
Manages department calendar
Order and maintains office supply stock and reorders as necessary
Coordinates and serves as point of contact for vendors such as printing and shredding companies
Works with Associate Directors to ensure proper office and ANU advising coverage
Student Services and Support (35%)
Coordinates peer note-taking program for all campuses and distance learning, including communicating with professors to identify possible note takers, matching note takers to classes, and monitoring file uploads
Maintains and reviews student files in AccessibleNU database
Assigns new student applications to ANU advising staff
Provides guidance to students, faculty, and staff around ANU registration process and database use
Receives and uploads student documentation into ANU database
Applies knowledge of federal and state regulations and existing policies and procedures
Completes verification letters for students requesting accommodations on GRE, MCAT, GMAT, LSAT, and similar exams
Fulfills student requests for information from their AccessibleNU file
Contributes to other functional office areas as needed
Recruit, hire, train, and supervise note-takers and student worker staff
Collaborates with ANU staff regarding project-based work delegation for student workers
Approves biweekly note-taker and student worker timecards
Coordinates with SAHR regarding hiring paperwork and processing
Budget and Accounting (10%)
Processes accounts payables and/or receivables.
Enters, tracks, and maintains documentation and logs of financial transactions.
Assists with reconciliation of accounts and procurement card
Reviews budget statements and prepares budget reports and spreadsheets.
Professional Development (5%)
Participates in professional development opportunities including active engagement with ANU, Dean of Students, Student Affairs, campus and external resources.
Stays abreast of current disability research in the field by reviewing publications, journals, technical information, etc.
Actively engages in strategic planning for unit
The qualifications listed below must support the essential functions and serve as the primary criteria for selecting candidates.
Minimum Qualifications:(Education, experience, and any other certifications or clearances)
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities)
Excellent written and verbal communication skills.
Mastery of spelling and grammar skills, computer literacy (e.g. Microsoft 365, Zoom, etc.) including a solid working knowledge of MS Word, Outlook, and Excel and database management.
Impeccable attention to detail and interpersonal skills.
Ability to anticipate organizational needs.
Resourceful and ability to adapt in a fast-paced environment--independently problem solve in moments of limited supervision.
Preferred Qualifications: (Education and experience)
Knowledge of ADA Amendments Act, Sections 504 and 508 of the Rehabilitation Act, Fair Housing Act, and a range of disabilities and appropriate methods of educational accommodation, as well as creative programmatic adaptations.
Preferred Competencies: (Skills, knowledge, and abilities)
Familiarity with file management databases such as Accessible Information Management or other disability services databases.
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 requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
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. Click for information on EEO is the Law.
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.