Career Center

Department: WCAS Administration
Salary/Grade: NEX/12

Job Summary:

The Weinberg College of Arts and Sciences’ Dean’s Office seeks a detail-oriented administrator to support the recruitment and administration of non-continuing faculty as well as the onboarding of all faculty.  The Program Assistant is responsible for all short-term faculty appointments in The College and courtesy appointments for The Family Institute.  The Program Assistant is an integral member of the Faculty Affairs team and provides critical support to College leadership, including the Dean, Associate Deans, and Department Chairs.

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events.  Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

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.
• Assists Director with faculty commitment tracking and update resources annually.
• Assists Associate Director with annual departmental course planning.

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. 
• Update new faculty website annually.
• Update faculty committee information annually.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits, posts monitors content of Faculty Affairs information on 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

• Coordinates administration of all HR actions from hiring to termination. 
• Supports staff &/or academic searches.
• Assists with faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit. 
• Manage the system for short-term appointments, recommending enhancements to IT and soliciting improvement ideas from users.
• Create, edit, proofread, send and ensure return of complex faculty offer letters, ensuring commitments are clearly explained.
• Recommend and implement process improvements to support the recruitment and retention of world-class faculty.   
• Coordinate offboarding, retirement and departures of faculty, including emeriti.
• Coordinate chair and program director process reviews.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

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. 
• Assists with coordination of 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 receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

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

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent attention to detail
• Strong communication skills including excellent writing skills
• Ability to independently set, track, and meet deadlines

Preferred Qualifications:

• Bachelor’s degree

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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