TheProgram Assistant 2 provides a variety of clerical & administrative support 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. The Program Assistant 2 supports Civil and Environmental Engineering department faculty, researchers and students. The incumbent is responsible for organizing events, social networking, maintaining the alumni database, assisting with the accreditation process, faculty support, and processing all related financial transactions. The ideal candidate takes initiative and is innovative in helping the department achieve their mission and goals. A cover letter is recommended.
Documents & Databases
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Provide administrative support, including photocopying, scanning, and faxing
Assist Faculty with completing their Annual Report and CV updates
Create, update and maintain Alumni database in MS Access
Coordinates content maintenance of websites &/or blogs.
Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
Maintain LinkedIn, Twitter, and Facebook department social networking
Enters, tracks, & maintains documentation & logs of financial transactions.
Investigates & resolves discrepancies.
Process event related financial transactions
Provide guidance to visitors, students and faculty in light of NU policies and procedures, directs questions and gives instructions for how to successfully follow financial process and policy.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Organize events such as homecoming, career fair, graduation, faculty retreat etc.
Design programs, send out announcements of department events and promotions through social media.
Coordinate weekly seminars and student defense schedules.
Meet and greet seminar speakers, set up seminars: refreshments, announcements, and conference room set up.
Manage conference rooms and study room schedules.
Distributes and processes incoming and outgoing mail.
Assists department with large scale event preparations as needed
Assist with accreditation process, works with faculty to prepare for ABET by researching, gathering data, writing and preparing for site visits.
Provides information via phone, e-mail, mail, etc.
Acts as front line office person to greet visitors, answer calls and respond to general customer service requests.
Manages department copiers and fax machines and maintenance.
Interprets existing policies & procedures; etc.
Serves as a backup to the department’s Academic Coordinator, supporting students and related processes.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 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.
Thorough understanding of social media strategy, trends and information architecture.
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.