This position provides essential administrative support for the Office of Administration and Planning, specifically for the University’s Program Review Office. Through the University’s program review process, all academic departments, major research centers, and administrative units are reviewed once every seven to ten years. Each year, approximately 15-20 units are reviewed, with a cycle of reviews taking about ten years. The purpose of Program Review is to:
Stimulate planning and continuous improvement
Encourage strategic development in ways that further the unit’s and the University’s priorities
Assess each unit’s quality and effectiveness
Reporting to the Program Coordinator of Program Review, this position provides administrative support for key program review activities. This position also assists with scheduling and calendar management for the Associate Vice President for Program Review. This position is responsible for coordination of 15-20 external reviewer visits to campus annually, including planning logistics for reviewer travel and scheduling meetings with stakeholder groups across the University associated with each visit (including students, faculty and staff). Responsibilities also includes processing travel reimbursements and reviewer honoraria. This position is responsible for the scheduling and the coordination of implementation meetings that follow each review to discuss the recommendations and develop action plans. In addition, the position is responsible for coordinating the meetings of the Program Review Council. The administrative assistant assists with tracking and updating the status of each review and assists with communication to stakeholders.
Coordination and Scheduling
Coordinates and schedules meetings with key leadership members of the University.
Coordinates and schedules meetings with field experts and executives from peer institutions.
Coordinates external reviewer travel arrangements including hotel reservations, airline reservations, ground transportation, restaurant reservations, etc.
Coordinates and supports event details by booking conference rooms and event space, arranging technology support, and ordering refreshments and various catering items for each meeting.
Prepares and compiles meeting materials for the central administration audience.
Coordinates conference registration and staff travel for business events, as needed.
Troubleshoots potential logistical issues in advance of meetings and events (e.g. technical issues, scheduling adjustments).
Manages mailing and distributing meeting materials and schedules to external and internal contacts.
Processes accounts payables and/or receivables.
Responsible for processing all reviewer reimbursement, honoraria, and related review expenses in accordance with process and University policies and procedures.
Resolves discrepancies and over/under budget problems.
Enters, tracks, and maintains documentation and logs of financial transactions.
Ensures that charges have posted to appropriate accounts in a timely manner.
Assists with reconciliation of accounts.
Reviews budget statements annually.
Investigates and resolves discrepancies for internal and external contacts.
Documents and Databases
Compiles and formats reports, tables, charts, etc. from readily available information.
Proofreads and edits outgoing Office communication for spelling and grammar for accuracy.
Tracks and records event information via spreadsheets and/or databases.
Updates and develops contact information sheets and guidelines for external audience.
Creates, designs, and updates Office guidelines as new processes develop.
Performs other duties as assigned.
2+ years of administrative support or other relevant experience in a highly professional background required.
2+ years of customer service experience with a proven ability to problem solve independently.
Bachelor degree or equivalent required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent interpersonal skills and ability to interact with great polish with various populations including administrators, faculty, staff, and external visitors.
High degree of initiative and ability to work on multiple projects simultaneously.
Ability to work independently and as part of a team with minimal supervision.
Responds to unanticipated and complex issues.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
A sense of service, tact, and attention to detail.
Ability to work calmly and effectively in high-pressure situations.
Ability to manage highly confidential information.
Demonstrated critical thinking and problem solving skills.
Demonstrated communication (written and verbal) and analytical skills.
Experience with Microsoft Office Word, Access, Excel, PowerPoint, and SharePoint.
Experience working with executives or high-level professionals.
Prior work experience in a university setting.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of the NUFinancial systems.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.