The Graduate Program Assistant manages all aspects of IEMS graduate student affairs including the admission process, advising, course registration, prospective student visits, data collection and analysis, maintaining student and curriculum records, student funding deployment, and coordinating department events. The person in this position markets the program and maintains department information through website maintenance. This position acts as a liaison between the IEMS department and other university departments (The Graduate School, McCormick Marketing, International Office, etc.) regarding graduate affairs including facilitation of visa procedures for international students. He/she also monitors the English speaking requirements for international students for their appointments as teaching assistants. The Graduate Program Assistant also plans special events for graduate students, updates the department bulletin boards, and works with the Undergraduate Program Assistant to develop and prepare the department newsletter. This position also co-supervises work study students and supports the Business Administrator in his/her assigned duties. Cover letter submission is preferred.
- Manage the MS/Ph.D. application admission process, including fellowships;
- Receive, enter, track, and respond to graduate inquiries;
- Develop new techniques to market the graduate program and recruit new students including coordinate the placement of promotional materials;
- Solicit and manage bids for printing with outside print companies for miscellaneous graduate program recruitment brochures and posters;
- Responsible for the coordination and implementation of the Graduate Info Weekend(s) and the production of the Admissions Handbook;
- Coordinate scheduling, travel and hotel accommodations, etc. for info weekend and individual student visits.
- Provides advising to admitted and enrolled graduate students with regards to degree progression, course waivers, course selection and sequencing, PhD major and minor declaration, finding alternative classes when needed, fulfillment of graduation requirements and academic policies;
- Prepare enrollment reports as needed for Dept. Director of Graduate Studies, McCormick Associate Dean of Graduate Studies, The Graduate School, etc.;
- Coordinate the annual Candidacy Exams for first year Graduate Students;
- Complete progress checking of graduate students toward graduate degree completion;
- Manage the annual student review process including faculty input and review meetings and distribution of results to students, The Graduate School, and other university offices;
- Serve as liaison between The Graduate School, International Office, Student Financial Services, etc. and the IEMS department;
- Assist students with quarterly registration and track academic status of each graduate student in regards to funding, registration, candidacy proposals and defenses;
- Verify and maintain records for graduate students fulfilling IEMS majors and minors;
- Distribute information to graduate students through email lists, including job and internship opportunities, graduation requirements and deadlines, and miscellaneous graduate affairs;
- Update and expand the IEMS Department’s Graduate Student Handbook after regular review of current department and Northwestern policies.
- Ensures the enforcement of University, McCormick, and department policies and procedures among faculty and graduate students;
- Distribute invitations & announcements regarding monthly events and other activities hosted by the IEMS department for the graduate students;
- Serve as the student affairs officer for the department with knowledge regarding FERPA, Division of Student Affairs offerings and policies, graduate housing, etc;
- Chaperone student events.
- Assist in the preparation of graduate student funding and appointment paperwork for payroll and The Graduate School by liaising between faculty and Financial Assistant.
- Collect and assemble data to populate, edit and update all graduate degree information and graduate student profiles;
- Assist faculty with course listings on CAESAR and troubleshoot problems with Blackboard CMS (access to Blackboard website, uploading documents, general troubleshooting) for graduate courses.
- Write and create content for the graduate sections of the department website;
- Implement new strategies for marketing the graduate program via the web and new technology;
- Develop and prepare departmental newsletters, brochures and/or other relevant publications that relate to graduate students and alumni. Update department bulletin boards and photo sheets of students, faculty and staff.
- Maintain graduate student alumni database. Enter student information once they begin the program. Coordinate with available resources to update alumni information.
- Other duties and responsibilities as assigned by the department chair, Director of Graduate Studies, and the Department Business Administrator.
- Performs other duties as assigned.
- A high school diploma or its equivalent along with 4 years of administrative support experience is required, which includes a minimum of 1 year experience in a University setting, preferably with graduate students;
Minimum Competencies: (Skills, knowledge, and abilities.)
- Intermediate knowledge of word processing, spreadsheet, email, presentations, web content management, and database software programs is required.
- Strong interpersonal, communication and organizational skills.
- Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
- Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts.
- Effectively performs duties and responsibilities with attention to detail while demonstrating support for organizational policies.
- Effectively performs duties and responsibilities with attention to detail and support for organizational policies.
- Demonstrated ability to work on multiple projects simultaneously.
- 2-3 years’ experience in a University setting, preferably with graduate students;
- Demonstrated initiative and decision-making skills;
- Willingness to jump on board with projects beyond the immediate scope of the job;
- Maturity and ability to work with autonomy as well as part of a team;
Preferred Competencies: (Skills, knowledge, and abilities.)
- Interest in higher education and research.
- Helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
- Demonstrated energy and desire to achieve and ability to take action that no one has requested to improve or enhance job results and avoid problems.
- Ability to build collaboration by encouraging trust, mutual respect and shared purpose among various participants in an engagement.
- Follows and teaches others to follow a process/method for problem solving.
- Willingness to facilitate open and effective communication, cooperation and teamwork within and outside of one's own team.
- Follows and teaches others to follow a process/method for problem solving.
- Demonstrated success following through on commitments while incorporating courage, objectivity, trustworthiness, honesty, respect and fairness in daily actions.
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.