Program Assistant 2

Department: WCAS Fr&It/Slavic/German Admin
Salary/Grade: NEX/10

Job Summary:

Provides a variety of clerical & administrative support for the Departments of French and Italian, German, and Slavic Languages and Literatures which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar. This is a part-time position (25 hours a week) with some opportunities for remote work. The target hiring range for this position will be between $24,038 - $33,799 per year which is $18.42 - $25.90 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

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Creates department event flyers using InDesign, Photoshop or Microsoft Publisher.
• Assists with creation and dissemination of department newsletter.
• Proofs for spelling & grammar.
• Enters and tracks information into spreadsheets &/or databases.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.

Website

• Coordinates content maintenance of websites &/or blogs.
• Updates the external directory.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
• Accounting
• Enters, tracks, and & maintains documentation of logs of financial transactions (Amazon, supplies or catering orders, etc).

Coordination

• Coordinates dept calendar.
• Coordinates events which may include scheduling rooms &/ or guest speaker travel & arranging for routine materials, technology & refreshments, and on-site support on day of event.
• Coordinates itineraries for campus visits.
• Maintains seminar room's schedule and reservations using the electronic calendaring system, 25Live.
• Provides general administrative assistance for the office including maintaining an accurate inventory of files, keys and equipment; ordering supplies; overseeing and maintaining copier and seminar rooms; sorting and routing mail, including sending and receiving FedEx and UPS packages; copying course materials for faculty; arranging meetings; maintaining records and files; preparing materials for meetings; notifying attendees of time and place of meetings, conferences, seminars and responding to other routine Facilities and IT requests.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Provides customer services to students, faculty, staff, prospective students and the public.
• Manages department email account, responding to inquiries regarding application and admissions, program requirements, and department policies and administrative procedures.
• Represents supervisor in routine/standard situations with various levels of personnel both internally and externally.

Student Services

• Guides students through admissions process.
• Prepares quarterly course registration. Generates and distributes permission numbers, class tabulation summaries and class lists to the chairperson, directors or faculty advisors, etc.
• Manages student files/records for academic progress, milestone completion & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of program assts temporary/work-study students, etc.
• Performs other duties as assigned.

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

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

Minimum Competencies: (Skills, knowledge, and abilities)

• Strong computer skills, especially with Microsoft Word, Excel, Outlook, Publisher, Photoshop, etc..
• Advanced knowledge of word processing, spreadsheet, email, and database software programs.
• High level of attention to detail.
• Ability to work independently as well as part of a team.
• Excellent editing and writing skills.
• Excellent initiative and resourcefulness.
• Ability to establish and maintain effective working relationships with other employees and faculty.
• Abilities to meet deadlines and multi-task.
• Bachelor's degree with at least two years' administrative experience.
• Experience in a university environment

Preferred Competencies (Skills, knowledge, and abilities)

• Familiarity with CAESAR, SES, CLSS, iBuyNU, Cascade.
• Experience in creating flyers, brochures and newsletters, etc.

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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