Program Assistant 4

Department: WCAS History
Salary/Grade: NEX/12

Job Summary:

This position manages the administrative functions of our undergraduate program, serve as the department's main receptionist, and provides support to our Director of Undergraduate Studies, History Dept. Chair, Associate Chair, Business Administrator, and undergraduate students. 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.

This position works onsite three/four days per week and two/one day(s) remotely during the academic quarters with the opportunity for more remote work during the summer and breaks between quarter. This position is a fulltime position at 40 hours per week. The target hiring range for this position will be between $44,850.24 - $56,062 per year, which is $21.48 - $26.85 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:

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.

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.
• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Maintains inventory & orders supplies

Coordination

• Acts as lead staff member to coordinate course planning, term class coordination, scheduling courses and class necessities, such as CAESAR requirements, book orders, syllabi collection.
• Coordinate with the Director of Honors for all programing and program requirement, along with scheduling and coordinating faculty committees.
• Regularly work with the Associate Chair for course planning and problem solving.
• Regularly work with the Director of Undergraduate Studies, a faculty position, for ongoing programmatic planning.
• Manages supervisor's &/or dept calendar.
  • Manages multiple department calendars.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• Maintains physical office space and general office operations including but not limited to mail distribution, order/restock supplies

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

• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
  • Advising students on general program matters including course selection, declaring major/minor, graduation, and transfer credits.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.
• Develops and maintain current guidelines, handbooks, and tools for new student advisors.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 2 years of administrative support or other relevant experience required.

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

• Excellent communication skills, both oral and written.
• Excellent organizational skills and time management skills.
• Strong interpersonal skills and customer service orientation
• Ability to function in diverse workplace environment.
• Ability to multi-task and work with interruptions
• Commitment to collegial and cooperative relations with others (team player)

Preferred Qualifications:

• Experience working in higher education, specifically with students, administrators, and faculty.

Preferred Competencies: (Skills, knowledge, and abilities)

• Advanced knowledge of MS Word, Excel, and proficient with MS Access, and Smartsheets

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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