The Program Assistant 2 provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or dept calendar.
Under the direction of the Financial Coordinator and/or Business Administrator, the Program Assistant 2 position is primarily responsible for supporting the EECS Student Affairs Office day-to-day operations. This role guides students through admissions process; advise students of program requirements; maintain student records; coordinate events; coordinates content maintenance of web pages and databases. This position facilitates the Graduate Admissions process by responding to inquires and emails in a timely manner. Assist in supporting and communicating with students and faculty regarding admissions, and degree completion processes. This includes all student affairs inquiries which consist of fellowship tracking, report creation, orientation set up and tracking students’ performance/progress and graduation process. Serve as a backup to the Program Assistant 3 and Financial Coordinator for all student related matters, including progress reports but not limited to payroll completion. Maintains databases and spreadsheets of student data for reporting and analysis.
Enters information into spreadsheets and/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Prepares letters, mailings, and other correspondence
Processes and maintains pertinent records and files (admissions and offers)
Creates admission year’s orientation notebook.
Manages all forms required – change of grade, add/drop, advisor list and materials for two Undergraduate and Graduate programs.
Coordinates content maintenance of websites and/or blogs.
In coordination with Faculty to ensure correct and updated information is reflected on the EECS admissions website related to Student Affairs tasks.
Coordinates and maintains content of web pages and updates information regarding Graduate and Undergraduate program requirements, course descriptions, course offerings and schedules
Processes accounts payables and/or receivables.
Verifies income and/or expense.
Resolves discrepancies and over/under budget problems.
Enters, tracks, and maintains documentation and logs for various transactions.
Ensures that charges have posted to appropriate accounts.
Investigates and resolves discrepancies within the Student Affairs Office
Completes routine payroll actions.
Creates tracking documents using excel for various tasks related to Student Affairs.
Processes a limited variety of routine HR transactions such as onboarding students to the HR system
Provides information on HR policies and procedures.
Coordinates Student Affairs Office events such as Phd Recruitment weekend, Master’s and PhD Orientation sessions for each incoming class, which may include scheduling rooms and arranging for routine materials, technology and refreshments.
In cooperation with the DGS and Assistant Chair, coordinates administrative processes associated with Civil and Environmental Engineering graduate programs 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
Works with Associate Chair on course offerings, course registrations, course cancellation, faculty teaching assignments and in identifying adjunct teaching needs.
Reports class enrollment, for degree audits, to the DGS Chair etc.
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)
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally and externally.
Responds to inquiries from prospective students, students, staff, faculty, or the public about program requirements.
Acts as liaison with McCormick, Registrar/Graduate School and Faculty.
Guides students through admissions process.
Reviews student files/records for academic progress and referral.
Applies knowledge of federal and state regulations.
Interprets existing policies and procedures; etc.
Prepares 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
2 years of administrative support or other relevant experience required
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, 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)
Bachelor’s degree or the equivalent combination of education
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)
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar
Demonstrates the ability to utilize effective critical thinking skills to work on and ensure targets are met on multiple projects simultaneously.
Seeks to build collaboration by encouraging trust, mutual respect and shared purpose among various participants in an event
Takes initiative to investigate solutions to problems and is able to provide answers to students and staff in a timely manner
Successfully uses multiple software programs independently.Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, Outlook and Shared Inbox, web browsers, Peoplesoft and multiple NU systems
Demonstrates ability to troubleshoot, problem solve, multitask and prioritize work assignments and ability to adapt quickly to a fast pace environment
Experience with university administrative systems
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
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.