Champaign, Illinois
Santa Barbara, California
Mankato, Minnesota
Madison, Wisconsin
Champaign, Illinois
Champaign, Illinois
New York, New York
Seaside, California
Posted: 10-Dec-22
Location: Evanston, Illinois
Salary: Open
Internal Number: 46632
Department: MCC Office of Prof Education
Salary/Grade: NEX/11
About McCormick:
Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.
Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.
Job Summary
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Program Assistant provides administrative support to a portfolio of related graduate programs within the McCormick 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.
Website
- 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.
Accounting
- Approves appropriate expenses, purchases and reimbursements per budget.
- Creates and maintains financial records.
- Prepares forms.
- 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.
Coordinations
- 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.
- Prepares annual event, conference and/or meeting budget.
- 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).
Contacts
- Screens and prioritizes incoming calls.
- Responds to inquiries.
- Provides basic interpretation of policies and procedures.
- Researches information to resolve problems or issues.
Student Services
- 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.
Minimum Qualifications
- A high school diploma or equivalent required.
- 4 years of administrative support or other relevant experience required.
Preferred Qualifications
- 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
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.
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