The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with Chicago Field Studies academic internship program, courses and operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, calendars, etc. and alerts supervisor of critical issues and upcoming events.
Working Conditions: Office is located on 2nd floor of house that requires walking up and down one flight of stairs (not accessible, no elevator)
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.
Creates and maintains complex spreadsheets, databases, survey tools, reports, queries, charts and reports based on supervisor’s information, objectives, and goals.
Website & Marketing
Oversees creation, design & maintenance of website and/or blog content ensuring ease & practicality of use for targeted audience & objective.
Organizes information in ways that promotes & encourages use of site.
Gathers information regarding programs, events, etc.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
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.
Manages supervisor's and/or dept. calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Collects agenda items and background materials.
Creates registrant profiles.
Coordinates complex itineraries involving domestic and/or international travel, etc.
Verifies invoices and expense reports; and/or reconciles to budget.
Works with Office of the Registrar to create new course numbers, register students and proof course listings. Works with the School of Professional Studies to coordinate CFS programs offered during the summer session (course schedule, room requests, instructors, etc.). Reserves rooms for classes and meetings and manages logistics (food, equipment, etc.).
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Represent the program with various levels of personnel both internally and externally.
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Schedules and leads information sessions that introduces students (individual and group) to the CFS program (2-4 per week).
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc.
Performs other duties as assigned.
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.
Attention to detail.
Ability to work independently, but cooperatively with Associate Director and Director.
Preferred Qualifications: (Education and experience)
A bachelor’s degree, or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
Experience working in a university setting with students and administrators.
Preferred Competencies: (Skills, knowledge, and abilities)
Strong interpersonal, communication and organizational skills.
Ability to take 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.