Department: WCAS Political Science Salary/Grade: NEX/10
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.
A cover letter is strongly recommended for full consideration.
There will be a few times in the year where working in the evening and/or a weekend day is required; however, significant advanced notice will be given and these are for special events, such as graduation, key lectures, etc. These events are generally no more than 5 a year.
The Program Assistant 2 provides a variety of administrative support which may include website development & updates, event flyers, 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 room reservations and department calendar.
This position handles communications, and event/class coordination for the department in conjunction with other department staff and faculty.
Documents & Databases
Prepares documents and flyers for events.
Proofs for spelling & grammar.
Compiles routine reports, statistics, tables, charts, etc. from readily available information upon request of Program Coordinator or department chair.
Website & Communications
Coordinates content development & maintenance of websites &/or blogs.
Coordinates content creatoin and/or maintenance for social media postings, digital internal postings, listservs, PlanIt Purple, and flyers.
Trains &/or assists faculty &/or staff in updating their websites.
Coordinates logistical support for department podcast production and posting.
Plans for and prepares all office supply and technology orders for the department.
Verifies income & or expenses for student and faculty groups and makes catering recommendations.
Holds Procurement Card and reconciles monthly statement.
Ensures that procurement card charges have posted to appropriate accounts.
Resolves discrepancies & over under budget problems as appropriate.
Enters, tracks, & maintains documentation & logs of financial transactions.
Assists with reconciliation of accounts.
Places general and emergency maintenance requests for faculty and staff
Follows-up on projects as needed
Acts as the liason between the department and IT for department, faculty and/or student issues.
Coordinates department calendar.
Coordinates visitor registration & travel for events.
Coordinates events which may include scheduling rooms & or guest speaker & arranging for routine materials, technology & refreshments.
Coordinates room calendars and scheduling for classes.
Provides information via phone, e-mail, mail, etc. and manage responses to the general department email account.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Interprets existing policies & procedures; etc.
Assists students with room scheduling, catering orders, event planning, key replacement, etc.
Monitors graduate student computer lab and suggests upgrades or changes.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 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 work independently in a busy office setting, responding to frequent interruptions from faculty and students is required.
Familiarity with website management is required.
Preferred Qualifications: (Education and experience)
A Bachelor's degree
Experience working in higher education, specifically with students, administrators and faculty.
Past work history involving working within a complex organization, ideally within a university.
Experience and familiarity in NUFinancials, myHR, SES, CAESER, Canvas and/or PeopleSoft systems.
Past experience using web-based systems.
Experience coordinating large and small events.
Preferred Competencies: (Skills, knowledge, and abilities)
Ability to see both the big picture and small details.
Strong attention to detail
Strong sense of professionalism and customer service
Ability to clearly communicate to different audiences while using proper grammar
Ability to explain complex information and processes in easy-to-understand language
Ability to summarize problems, develop solutions that adhere to school, university, state and federal guidelines and implement solutions
Ability to think creatively to resolve problems
Ability to prioritize
Ability to work with a broad range of constituencies
Ability to work efficiently and with multiple tasks with various deadlines
Ability to take initiative for projects
Ability to work with confidential information and maintain confidentiality
Ability to ask for help when needed as well as set parameters for department colleagues
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: 36091
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.