Program Assistant on Assignment (Multiple Openings)

Department: Medill - Administration
Salary/Grade: NEX/11

Northwestern University Medill School of Journalism, Media, Integrated Marketing Communications is a leader in education and research. As the media industry experiences unprecedented change, Medill is at the forefront of innovation. Our expert teaching and thought leadership focus on enduring skills and values as well as new techniques and technologies that are changing the way stories are told and consumed in today's digital world. In recently celebrating our 100th year in 2021, our experience in leading the fields of journalism and IMC is unparalleled.

Medill offers undergraduate and graduate degrees in journalism, and an undergraduate certificate and graduate degree in integrated marketing communications. The Medill community is tight-knit and supportive. It consists of 100 faculty, 60 staff, 1,200 students and 18,000 alumni. The diversity of the Medill community has been a source of innovation, excellence and leadership throughout our history. Today Medill continues its commitment to creating an inclusive environment and to providing equity in opportunities regarding research, teaching, administration and student services. We aim to welcome students, staff and faculty from diverse backgrounds and support them so they may thrive at Medill.

Job Summary:

The Program Assistant 3 for Medill coordinates administrative processes & prioritizes, directs, and resolves business tasks in support of the school's operational excellence.

This position is responsible for providing a broad category of administrative support as Medill's Program Assistant on Assignment which serves Medill departments and programs school-wide as appropriate and requested, as well as Program Assistant support and support to the Medill Dean's Office. Development of collaborative working relationships within the Medill Dean's Office and across the school's faculty and staff is a priority.

Specific tasks may include (but are not limited to): creation and maintenance of documents, reports and spreadsheets, meeting schedule support, event coordination, general office management, work-study supervision, website maintenance, budget reconciliation, processing orders and payments, researching and resolving discrepancies as well as ad hoc projects. The position must demonstrate adaptability and flexibility to perform effectively in an environment in which parameters change frequently. Excellence in customer service, verbal and written communication, initiative and attention to detail are essential.

There are two openings for this position. Both roles will be based on the Evanston campus. One opening will on-site a minimum of 2-3 days per week, while the other opening will be on-site 4-5 days per week. The remaining time is allowed to be worked remotely. This remote working arrangement will be evaluated on a regular basis and may be changed based on business and operational needs.

Please note: The target budgeted salary for each of these positions is $44,000 - $48,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Specific Responsibilities:

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.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Creates and maintains financial records.
• Prepares forms.
• 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.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Explains HR procedures.

Coordination

• Manages departmental calendars.
• Coordinates registration and travel arrangements.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles and visitor information.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts & Resources

• 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.

Supervision

• Coordinates work of temporary/work-study students.
• Collaborates with colleagues across the school to help advance Medill's strategic goals and improve the educational experience of our students.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

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

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

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

Preferred Qualifications: (Education and experience)

• Bachelor's degree or combination of relevant experience.
• Previous experience in a university setting and/or customer service.
• Knowledgeable about PeopleSoft, Cascade, Cognos and/or Excel.

Preferred Competencies: (Skills, knowledge, and abilities)

• Multi-tasking, ability to prioritize, meet deadlines.
• Keen attention to accuracy and detail.
• Adaptability and flexibility.
• Strong written and oral communication skills.
• Ability to monitor issues for compliance concerns.
• Customer service oriented.
• Dependable and efficient.
• Strong organizational 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.