For the Kellogg PhD program the program assistant 4 position coordinates a broad variety of administrative processes & activities such as database, maintenance & reporting; communications including social media management; & management of dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
As a member of a 3-person administrative team, the program assistant helps support 115 Kellogg doctoral students across 8 PhD programs. Opportunities to gain exposure to all aspects of the PhD student lifecycle are abundant – admissions/recruitment, students services, course scheduling/registration, student engagement and professional development, financial aid, and alumni services. The PhD Program is a part of a very collegial and collaborative academic community.
Please note: Evening hours may be required a few times throughout the academic year.
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Manages teacher-course evaluations process through CTEC for PhD curriculum-runs quarterly reports and maintains courses database.
Coordinates PhD schedule with academic departments
Website and Social Media
Oversees creation, design & maintenance of website &/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.
Assists in managing social media for he PhD program including Facebook and LinkedIn.
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
Collaboration - Willingness to facilitate open and effective communication, cooperation and teamwork within and outside of one's own team.
Communication - Oral and Written - Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts. Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Customer Focus - Regularly monitors customer satisfaction and provides suggestions to improve quality and value to the customer.
Data Entry – Intermediate data entry skills.
Quality/Compliance - Demonstrated willingness to strive for excellence with work processes and outcomes, honoring policies and regulatory requirements.
Adaptability - 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.
Innovation - Ability and willingness to explore alternatives to existing products and services and identify opportunities to improve procedures and practices.
Multi-Tasking - Demonstrated ability to work on multiple projects simultaneously.
A bachelor’s degree or the equivalent combination of education, training, and experience from which comparable skills have been acquired.
Previous administrative experience in an academic setting.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of University policies and procedures.
Demonstrated ability and efficiency using Adobe Acrobat, Sitecore (content management system), Qualtrics for surveys; PeopleSoft/Student Enterprise System, Business Intelligence (BI) Reports, Smartsheet, Advanced knowledge of Microsoft Office including advanced Excel skills.
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.
Internal Number: 34862
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.