Department: Law Student Services - Office of International Programs Salary/Grade: NEX/11 Location/Schedule: Chicago campus; Hybrid schedule (3 days in office, 2 days remote)
*Cover letters are not required, but are preferred for this application*
The International Programs Office within Student Services at Northwestern Pritzker School of Law is hiring a Program Assistant. While this position supports all students at the Law School, it primarily serves the international students, particularly those in the Masters of Law (LLM) program. This is a student-facing role, and you will be the first point of contact for the International Programs Office in addition to assisting with and organizing major student events and programming. The ideal candidate will have strong written and verbal communication skills and demonstrate cultural awareness, adaptability, and the ability to problem solve. This is a hybrid position, and the Law School is located on the Chicago campus of Northwestern University in downtown Chicago.
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with international program operations. Creates and maintains associated documents, spreadsheets, databases, meetings, plan and execute special events, etc. and alerts supervisor of critical issues and upcoming events. Prepares agendas & make arrangements including travel, etc. for meetings & special events; managing supervisor's &/or dept calendar.
Documents & Databases
Independently creates and maintains standard spreadsheets and/or databases; determines format, elements, trends, etc. Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Maintain SJD program including student enrollment, monitor tuition payments, correspond with students and faculty supervisors
Provide general administrative support including schedule dept. meetings, independently responds to and composes correspondence, update and distribute forms, database entry and manipulation for public service, international programs, and dean of students, proctor midterm and final exams.
Maintains international programs websites and independently updates Study Abroad web site by collecting and compiling information from partner schools. Creates new web pages as needed.
Creates and maintains financial records, prepares forms, verifies appropriateness and accuracy of charges, may resolves discrepancies, updates financial transaction spreadsheets and databases. Generates summary reports and statistics.
Manages supervisor's &/or dept. calendar including appointments & travel.
Set student appointments with supervisor and update calendar as needed
Coordinates complex itineraries involving international travel, Provides logistical support for supervisor’s travel including drafting itineraries, researching destination vendors, creating maps, and managing RSVP. Collects agenda items and researches and compiles background materials such as registrant’s profiles.
Creates events time line and semester event calendar in coordination with other departments
Coordinate events on-campus including planning budget, ordering catering, scheduling rooms &/or guest speaker & arranging for routine materials, technology, advertising and brochures, catering, track event costs, receive RSVP and prepare name tags, check room set-up and address last minute details. Provide orientation and convocation support to international students and as part of the Student Services team.
Coordinate events off campus including researching options, collecting bids, managing RSVP’s, scheduling transportation & arranging payment to outside vendors
Screens and prioritizes incoming calls. Responds to inquiries. Provides information via phone, e-mail, mail, etc including basic interpretation of policies and procedures. Researches information to resolve problems or issues May represent supervisor in routine/standard situations with various levels of personnel both internally & externally.
Provide front desk services including answer telephone/voice mail, answer questions, schedule appointments, direct and control traffic entering Student Services, primarily for our international students/programs.
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. Creates and compiles student surveys, tracks and report issues/student satisfaction.
Maintains the Study Abroad/Exchange program including updating information from partner schools, collecting applications for study abroad and preparing files, assist outgoing students with pre-departure procedures, assist and coordinate pre-arrival of incoming students, creates Canvas site and tracks student engagement and completion of tasks, collect surveys.
Support operations of LLM and SJD programs including general correspondence, database, organization of major events, guides students through pre-arrival process; update pre-arrival correspondence, respond to e-mail inquiries from incoming students, advise students of requirements; prepare and maintain international students files and database, suggest and recommends changes and process improvements.
Provides administrative and logistical support for the LEAF Program, (Legal English and Foundations).
Support operations of ESL services including organization of events, correspondence, compilation of ESL calendar, production of photocopies, collection of surveys; Assist with coordinating Writing Coaches and Discussion Leaders.
Coordinates work of temporary/work-study students, research/clerical assts, interns, etc. Supervises temporary student workers to assist with events and programs for international students.
Performs other duties as assigned.
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.
Cross-cultural sensitivity and ability to interact effectively with international students required.
College degree highly desirable, experience with semester or summer study abroad or internship abroad preferred.
Preferred Competencies: (Skills, knowledge, and abilities)
Proficiency with Excel, Power Point, and Access highly desirable, fluency in a second language and experience living or working abroad highly desirable.
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.