Program Assistant 3 - Law

Department: Law Administration
Salary/Grade: NEX/11

Job Summary:

Provides primary Facilities Department customer service and transactional support for the Northwestern Pritzker School of Law community. Serves as receptionist for the Facilities and Audio Visual Department. Provides high-level administrative support to the Assistant Dean of Facilities and Information Technology. Serves as primary contact for all Law School space reservation/rental requests. Administers/programs event-related data in Event Management Systems (EMS) database. Assists with Facilities Department financial responsibilities in coordination with Associate Director of Facilities, Facilities Operations Manager and Financial Assistant. Responsible for content maintenance of Facilities Department webpage. Coordinates administrative processes which may include the following: : creating and maintaining spreadsheets and databases, compiling and preparing reports, tables, charts, presentation software. basic bookkeeping; screening and directing calls and visitors; preparing agendas; making arrangements including travel, etc. for meetings and special events; managing supervisors' and departmental calendars.

Target hiring range for this position will be between $19.89 to $24.86 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:

Facilities Department Support

• Provides Facilities Department customer service and transactional support for the Pritzker School of Law community: responds to walk-ins, telephone and email inquiries/requests; serves as primary contact for all general maintenance needs; responds to A/V hotline calls and dispatches technician support; serves as liaison between law school community (faculty, staff and students), central Facilities Management, and various trade groups.
• Maintains and updates room key inventory and provides building access (Wildcard) programming support.
• Serves as initial contact for all law school space reservation/rental requests from internal, university and external clients: coordinates events; reserves space; arranges for routine materials, technology and refreshments in coordination with staff, trade shops and vendors; provides cost estimates, contracts and invoices.
• Administers/programs event-related data in Event Management Systems (EMS) database; arranges and conducts facilities tours with potential space rental clients.
• Aids Special Events Manager and Facilities Operations Manager with all space reservation/rental requests and follow-up; runs reports to review space utilization.
• Provides high-level administrative support to the Assistant Dean of Facilities and Information Technology.
• Coordinates supervisors' and department's complex activities and calendars including conference registrations and travel arrangements.

Facilities Operations

• Serves as first point of contact in Facilities and Audio Visual departments; assists walk-ins and answers main phone line; assists with copy and mail service inquiries; opens and sorts mail; provides photocopy, scan, and fax support; orders office supplies and maintains office supply inventory, etc.
• Responsible for responding to inquiries, provide basic interpretation of policies and procedures, researches information to resolve problems
• Responds to visitor parking and access needs.
• Prepares documents; proofs for spelling and grammar; enters tracking information into spreadsheets and/or databases; compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Organizes seasonal Facilities/AV team outings, scheduling time in Outlook, reserving space, in coordination with Special Events Manager.

Finance and Budget Support

• Assists with Facilities Department financial responsibilities in coordination with Associate Director of Facilities, Facilities Operations Manager and Financial Assistant.
• Processes expense reports, accounts payable and/or receivables; verifies income and/or expenses; resolves discrepancies and over/under budget problems, etc.
• Assists with reconciliation of accounts, reviewing budget statements, investigating and resolving discrepancies and preparing budget reports and spreadsheets.

Website Support

• Coordinates content maintenance of Facilities Department webpage: plans, composes and posts information and announcements; regularly edits/updates existing material.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent is required, along with 4 years of administrative support experience.
• Excellent computer skills, including proficiency with Microsoft Word and Excel.
• Strong communication skills both verbal and written.
• Ability to work independently.
• Ability to prioritize work and handle multiple tasks simultaneously.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Ability to lift at least 25 lbs.

Preferred Qualifications:

• Bachelor's degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• 3+ years work experience in an administrative capacity, preferably in an academic or not-for-profit environment.

Preferred Competencies: (Skills, knowledge, and abilities)

• Computer proficiency with Microsoft Office, Outlook, specifically Word, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• High level of customer service orientation and attention to detail.
• Ability to multi-task, contribute to a team-oriented environment, work under minimal supervision, and demonstrate excellent problem solving skills.

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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