Program Assistant 3

Department: WCAS Fr&It/Slavic/German Admin
Salary/Grade: NEX/11

Job Summary:

The Program Assistant 3 (PA3) position is part of a staff group that values teamwork and excellence in the Departments of French & Italian, German and Slavic. The PA3 reports to the Business Administrator and primarily assists in the Department of French and Italian (FRIT) and may assist with tasks in the other departments as needed. The PA3 is the FRIT main office contact, oversees the undergraduate program, coordinates and is on-site for events and provides a variety of clerical and administrative support to students, faculty and staff.

This is a full-time, 40 hour a week position that works largely on-site four days a week with some opportunities for remote work.

The target hiring range will be between $43,848 - $56,376 per year which is $21.00 - $27.00 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

Undergraduate Program Administration:

• Oversees undergraduate course scheduling and registration processes, including the issuance of permission numbers.
• Collects and organizes course descriptions, manages catalog updates, designs course flyers, and coordinates the posting of faculty office hours.

Event Coordination:

• Plans and executes departmental events such as conferences, meetings, and undergraduate and graduate workshops.
• Manages all logistical aspects of events, including reserving venues, making travel arrangements developing and distributing schedules and itineraries, arranging catering, preparing materials, coordinating with invited guests, and providing on-site event support.

Main Office Operations:

• Maintains the seminar room calendar and reservations using the electronic scheduling system.
• Coordinates the collection of agenda items and supporting documents for meetings.
• Provides general administrative support, including maintaining accurate records of files, keys, and equipment; ordering office supplies; overseeing the functionality of shared spaces and equipment; sorting and distributing mail; arranging meetings; and responding to routine Facilities and IT requests.

Communications:

• Manages departmental communications through listservs, Planit Purple, and the department website.
• Designs and produces annual publications, including the department newsletter and the Rosa La Rose booklet.

Administrative Support:

• Provides a range of clerical and administrative services to the Department of French and Italian (FRIT) such as compiling reports and documentation in support of faculty activities.
• Assigns tasks to work-study students.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 4 years of administrative support experience is required.

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

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

• Organized.

• Works well in a team environment.

• Competent and reliable.

• Communicates clearly, written and verbal.

• Effective time management.

• Initiative.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of University systems (strongly preferred) including, Caesar-CLSS, Cascade, 25Live, iBuy, Cascade, myHR, iBuy, 25Live, NU travel services and other NU and IT systems.

• Knowledg of Canva and Photoshop a plus.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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