Career Center

Department: SoC Radio/Television/Film
Salary/Grade: NEX/12

Job Summary:

The Program Assistant position serves two related but distinct MFA programs: the MFA in Documentary Media and the MFA in Writing for the Screen + Stage. The position supports the Director and Associate Director of each program, and the graduate students, faculty and recruits who make up the associated cohorts and communities. The Program Assistant will be responsible for the daily administration of the programs’ communications (writing for email and social media), events, visiting artist arrangements, and financials, and will help guide students through admission and registration while maintaining records of academic progress. Organizational skills and attention to detail are key, since this position coordinates administrative processes associated with education, research, and operations, and creates and maintains associated documents, spreadsheets, databases, and meetings. Additionally, we seek an individual who is passionate about supporting emerging artists in an inclusive and diverse learning environment. Occasional weekends and evenings may be required for coordinating special events.

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc. 
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.  
• Organizes information in ways that promotes & encourages use of site. 
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries. 
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account. 
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances. 
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget. 
• Administer budgets &/or accounting balances for multiple awards.

Human Resources

• Supports staff &/or academic searches.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees. 
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

• Coordinates work of temporary/work-study students.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• College diploma or equivalent
• 4 yrs adm support
• Experience supervising 4+ temporary employees.

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience in student support &/or academic institution.
• Experience in basic technical support. Proficiency with Macintosh software.
• Intermediate knowledge of social media, various video medias, internet purchasing.
• General knowledge of documentary, writing, theater and film industry.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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.
  

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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.

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