Program Assistant 4

Department: WCAS Kaplan Inst Humanities
Salary/Grade: NEX/12

Job Summary:

The Kaplan PA4 joins an existing dynamic Kaplan team that values communication, collaboration, and excellence. In consultation with the director and Kaplan team, the PA4 executes all Kaplan financial transactions; the PA4 is lead administrator for the Kaplan events series; the PA4 oversees the nuts and bolts of curriculum matters, including Kaplan space management; the PA4 manages the undergraduate work-study schedule; the PA4 is in charge of the Kaplan physical space and office; the PA4 executes other tasks as needed.

This position is a full-time position at 40 hours per week and works on-site four days a week. The target hiring range for this position will be between $44,850 - $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:

Finances & Accounting

• Completes all appropriate financial expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms and purchases supplies as needed.
• Verifies appropriateness and accuracy of charges.
• 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.
• Maintains accounting balances for grants/contracts.
• Participates in long term planning and assesses availability of funds for new programming and projects.
• Serves as liaison with peer departments on financial partnerships and initiatives.

Events and Coordination

• Manages dept calendar and space reservations for seminar room.
• Manages and coordinates Institute events and all event needs
• Manages Institute registrations and travel arrangements.
• Collects agenda items and background materials.
• Schedules and oversees 2-4 hourly undergraduate work-study employees
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Ensures that all logistics have been completed for events including advertising, registration, catering and technology.
• Primary point of contact for co-sponsorships, research workshops, and KC lunch series.

Student Services

• Manages courses and enrollments for both the Kaplan Scholars Program and Institute.
• 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.

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 when working as an individual.
• Communicates clearly, written and verbal.
• Effective time management.
• Takes initiative in role and responsibilities.

Preferred Competencies: (Skills, knowledge, and abilities)

• NU Financials (strongly preferred), Excel, Cognos, Cascade, My HR, FASIS Electronic Payroll, and other University systems.

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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