The Office of Student Transition Experiences (OSTE) supports undergraduate students in navigating their unique transition to and through Northwestern by providing intentional learning experiences and fostering connection through timely community partnerships. Focused on student-centered design, OSTE’s professional staff and 250 student leaders work together to develop programs and initiatives for students from the time they confirm enrollment through the end of their third year, including orientation programs, communication strategies, and transition-related initiatives. Learn more about OSTE here: https://www.northwestern.edu/newstudent/about/index.html
The Program Assistant 3 for OSTE is responsible for supporting the office’s purpose through program development assistance, office management, and identifying methods for the office to achieve its goals and day-to-day operations effectively and efficiently. To accomplish this work, the role coordinates a variety of administrative processes including drafting reports, basic bookkeeping, providing positive customer service experiences over the phone and to office guests, organizing and tracking event management progress, maintaining databases containing sensitive information, and alerts supervisor of critical issues and upcoming events, expenditures, and other administrative functions.
Manages supervisor's and office calendars.
Manages staff professional development registration and travel.
Organizes and coordinates student transition events which may include creating timeline; events include programs during and after undergraduate student orientation.
Collects agenda items and background materials.
Prepares budget for annual orientation program and other student transition programs.
Verifies invoices and expense reports; and/or reconciles to budget.
Coordinates maintenance of office functions, including supply inventory, maintaining physical organization of student spaces in office, etc.
Documents and Databases 20%
Independently responds to and composes correspondence from students (incoming undergraduate students, first-year students, second-year students, third-year students, office student leaders) and community partners who assist in the development of student transition programs.
Creates and maintains standard spreadsheets and/or databases containing student data, tracking completion of orientation requirements, student support needs during office programs, etc.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources, including student program assessment data.
Determines format, elements, trends, 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.
Screens and prioritizes incoming calls.
Responds to inquiries from students, families, and community members.
Provides basic interpretation of policies and procedures related to student transition programs.
Researches information to resolve problems or issues for students and campus partners.
Human Resources 5%
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems for the office’s 10-20 student workers.
Drafts job descriptions.
Explains HR procedures to student workers and professional staff.
Oversees and ensures that day-to-day operations are appropriately managed, efficient, and effective.
Develops, maintains and reports on quantitative and qualitative performance measures.
Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
Ensures necessary hardware, software and network infrastructure services are appropriated from central or internal IT.
Student Services 5%
Provides a variety of administrative support for services that help to guide students through summer orientation requirements.
Reviews administrative processes and procedures regarding office programs and services and recommends changes.
Maintains OSTE-owned websites to ensure information for students and families is accurate, up-to-date, and relevant in helping them transition to and through the University.
Creates new web pages and updates standard information/data within the application’s content management program.
Performs other duties as assigned.
Work Environment: Work environment may be loud or busier at times due to nature of programs and events. Standard working hours are Monday through Friday from 8:30 a.m. to 5 p.m. with limited periods throughout the year that may request a flexible schedule for evening or weekend due to nature of college student programs and events.
A high school diploma or equivalent required.
4 years of administrative support or other relevant experience required.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Strong organizational and interpersonal skills; attention to detail and the ability to handle multiple projects.
Experience tracking and organizing a departmental budget.
Experience managing projects with other staff/employees.
Experience developing and managing programs.
Strong customer service skills.
Ability to design and manage programs and services with the user in mind.
Ability to work in a team environment; ability to establish and maintain effective working relationships with other employees and students; and ability/willingness to work with and help others.
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 and 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.