Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
The Program Assistant 3 serves as the main contact person for existing and transferring students for the Department graduate programs and student services. Guides students through admissions process; advise students of program requirements; maintain student records; coordinate recruitment and orientation events; coordinates content maintenance of web pages and databases. Supports the Graduate and Undergraduate Chairs and programs, by tracking & informing students of their milestones while at the university. Assisting students during examination and graduation procedures, and ensuring proper administrative processing according to The Graduate School requirements. Maintains and updates student files (GSTS), including monitoring student academic performance and progress for the Department. Handles and processes of all necessary forms for payroll for EECS PhD Graduate Students, and entering the data into NU systems for payout. Assisting the Graduate Directors of Admissions both MS and PhD with the planning of student orientation for the Department and annual recruiting of students. Generating internal survey and annual report data, as requested. Data entry into SES & FASIS software programs, e.g. fellowship offers, TA assignments, and exams.
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.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Processes and maintains pertinent records and files (admissions and offers)
Manages all forms required – change of grade, add/drop, advisor list and materials for Undergraduate and Graduate programs.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Verifies appropriateness and accuracy of charges.
Updates financial transaction spreadsheets and databases.
Generates summary reports and statistics.
Processes routine payroll actions.
Understanding of grant and financial management to handle payroll processing.
Corrects funding errors.
Processes journals & 90-day payroll packets when necessary.
Resolves hiring, termination, etc. processing problems.
Explains HR procedures.
Manages HRIS appointments and payroll for accuracy for graduate students, work-study, temps and special visas; Meet/exceed NU Audit Control objectives.
In cooperation with the Director of Graduate Studies (DGS) and Assistant Chair, coordinates administrative processes associated with Electrical Engineering & Computer Science graduate programs (MS and PhD) and student services, such as recruitment, admissions, applications, registration, reservations, service communications, and graduation using the Graduate Admissions Tracking System (GATS)
Tracks plan of study, completion of degree requirements, committee meetings, qualifiers and thesis.
Provides student status update to DGS and Assistant Chair.
Enters final approval for degree in SES.
Attends meetings as program representative
Coordinates faculty group meetings to determine financial offers to prospective students.
Assists faculty in the nominations to International Summer Institute.
Assists in determining quarterly Graduate Assistants assuring completion of Versant test and CTECH scores as appropriate
Monitors class enrollment, class scheduling/conflicts; advance registrations, etc.
Assists in ABET accreditation for EECS; Graduate Program Review.
Track and manage Responsible Conduct of Research (RCR) compliance
Assist faculty and DGS to track and manage graduate student progress with Graduate Student Tracking System (GSTS)
In coordination with the DGS ensures the yearly review of the Department Graduate Manual and provides suggestions to make procedures more efficient in link with The Graduate School’s policy changes and requirements
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Acts as Liaison with McCormick, Registrar/Graduate School and Faculty.
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Reviews administrative processes and procedures regarding student services and recommends changes.
Guides students through admissions process
Informs students of major/minor requirements
Interprets existing policies & procedures; etc.
Prepare offer letters to prospective students.
Assist new students with queries re: WildCard, Computer Access, Class registration, International Office.
Counsel current students regarding TGS requirements for degree conferrals using GSTS.
Performs other duties as assigned.
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, presentation, and database software programs is required.
Excellent organization skills; able to work independently with minimal supervision; results-oriented.
Ability to complete a multitude of simultaneous tasks and keep them organized.
Outstanding communication skills and dedication to great customer service.
Ability to identify opportunities to improve existing practices; willingness to explore alternatives; adaptability.
Strong interpersonal skills and strong sense of diplomacy.
Preferred Qualifications: (Education and experience)
Strong computer skills: Excel, word processing, google documents, and presentations.
Ability to troubleshoot, problem solve, multitask and prioritize work assignments.
Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative.
Comfortable working in a fast-paced work environment.
Experience in higher education setting working with high-achievers
Project management experience in a non-profit or higher education setting
Experience coordinating special events
Preferred Competencies: (Skills, knowledge, and abilities)
An appreciation for and understanding of the principals of Human-centered Design, Design Thinking, and Design Innovation.
Experience with university administrative 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.