This position coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with McCormick School of Engineering Masters of Product Design & Development Program. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Updates Salesforce database with information on prospective students, current students, and alumni
Emails prospective students, current students, and alumni regarding upcoming recruitment activities such as information sessions or networking events
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Maintain social media accounts including Facebook, LinkedIn, and Twitter
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.
Initiates full range of HR actions such as new employee dept orientation.
Resolves hiring, termination, etc. processing problems.
Explains HR procedures.
Manages supervisor's and/or dept calendar.
Manages registration and travel.
Organizes and coordinates events which may include creating timelines.
Manages room reservations and catering orders for MPD events and student activities, Advisory Board meetings, winter/spring graduation, Executive Education and Bootcamp
Collects agenda items and background materials.
Verifies invoices and expense reports; and/or reconciles to budget.
Arranges all aspects of the course schedule including publishing the course in CLSS, establishing CANVAS sites for faculty, reserving classroom space, and ordering course packets (if needed)
Screens and prioritizes incoming calls.
Responds to inquiries.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
Receive, process, and track all application materials from prospective students
Coordinate commencement activities with The Registrar’s Office including ordering of diplomas and confirming graduates have met degree requirements
Recommends alternatives for course requirements.
Reviews administrative processes and procedures regarding student services and recommends changes.
Manages the course registration process for all incoming and current MPD students
Updates student records in SES including the matriculation of new students and the confirmation of degrees for graduates
Coordinates work of temporary/work-study students, interns, etc.
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, and database software programs is required.
Ability to multi-task, prioritize, and willingness to learn new systems/skills
Good written and oral skills
Working knowledge of most University systems (SES, HRIS, FASIS, CLSS, GSTS, GATS, CANVAS, Cascade, BI Reporting, PROJECT CAF�)
Preferred Qualifications: (Education and experience)
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience.
1-3 years of working experience in administration or program coordination.
Interest in engineering/technology education.
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent working knowledge of most University systems (SES, HRIS, FASIS, CLSS, GSTS, GATS, CANVAS, Cascade, BI Reporting, PROJECT CAF�) and understanding of educational processes in the administrative chain (e.g. Registrar, Student Accounts, Purchasing, International Office, HR).
Solid understanding of University policies.
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.