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Program Assistant 3 20483

Position Deleted on 1/20/2013. This position is no longer an active posting on HigherEdJobs.
Evanston, IL
Admin - Other Administrative Positions
Full Time

About Northwestern University:

Northwestern University is a private research university located on lakefront campuses in both Evanston and downtown Chicago, Illinois. Northwestern was founded in 1851. In fall 2008, Northwestern opened another campus in Doha, Qatar offering bachelor's degrees in journalism and communications in partnership with the Qatar Foundation.

The university employs approximately 7,100 full-time faculty and staff members among its 11 schools and colleges. NU offers over 130 undergraduate programs and 70 graduate and professional programs to the almost 16,000 undergraduate, graduate, and professional students enrolled full time.

Northwestern University is committed to excellent teaching, innovative research, and the personal and intellectual growth of its students in a diverse academic community.

Northwestern Opportunity:

Northwestern University seeks to employ a varied and diverse range of dynamic people who understand the importance of our mission and vision. When you consider a career at Northwestern University, you know that you are joining an institution with a deep history of academic, professional and personal excellence.

Currently, we have a career opportunity as a Program Assistant 3.

The Program Assistant coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and operations. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

The Program Assistant oversees the financial and administrative operations of two Women's Center offices in the delivery of support services to students, staff and faculty. This position is responsible for the Center's resource and referral information, publications and website. Under general direction, the Program Assistant assists the director and director of programs by performing the supporting administrative, clerical and financial functions of the center. This position supervises three to six work-study students. Working in this position requires traveling between the Evanston and Chicago campuses.

This critical role:

  • Approves appropriate expenses, purchases and reimbursements per budget;
  • Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and appropriation changes; updating financial transaction spreadsheets and databases;
  • Generates summary reports and statistics;
  • Processes routine payroll actions;
  • Maintains accounting balances for grants/contracts;
  • Processes financial transactions of the center (e.g., NUFinancials, Project Café, manages petty cash fund);
  • Maintains all financial records of both the Evanston and Chicago campuses and its projects and generates monthly financial reports;
  • Screens and prioritizes incoming calls;
  • Responds to inquiries and may provide basic interpretation of policies and procedures;
  • Researches information to resolve problems or issues;
  • Designs and maintains center brochures, flyers, cards and other forms of promotional materials for both campuses;
  • Maintains center website, database, listservs and mailing lists;
  • Has chief responsibility for maintenance of overall resource and referral information;
  • Prepares and types center reports and publications, distributes center materials;
  • Responds to and composes correspondence;
  • Creates and maintains standard spreadsheets and databases and prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources;
  • Determines format, elements, trends, etc.;
  • Serves as primary coverage for front desk and organizes coverage when attending to other tasks, assuring that customers are served in a timely and efficient manner;
  • Coordinates the clerical duties of the department including the development and implementation of office procedures and policies and ordering supplies;
  • Maintains websites and blogs which may include creating new web pages and updating standard information/data within the application's content management program;
  • Assists with arrangement of educational programming including coordinating workshops, conferences and meetings involving the center;
  • Makes arrangements to facilitate participant attendance;
  • Serves as center liaison to designated groups providing information about center activities;
  • Manages supervisors and department calendar including registration and travel;
  • Organizes and coordinates events which may include: creating timelines; collecting agenda items and background materials; creating registrant profiles; coordinating complex itineraries involving domestic and international travel, etc.;
  • Prepares annual event, conference and meeting budget;
  • Verifies invoices and expense reports;
  • Reconciles to budget;
  • Assists staff and interns with computer or printer problems, providing basic technical support for software and hardware;
  • Assists director and director of programs with correspondence, reports, and meeting planning as necessary;
  • Assist with annual report, surveys, etc.;
  • Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc.;
  • Provides annual training on front desk procedures of new psychology and social work interns and work-study students;
  • Maintains center libraries and resource bulletin boards;
  • Performs related duties as required or assigned.
Minimum Qualifications:
  • A high school diploma or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired;
  • 4 years of administrative support experience;
  • At least 2 to 3 year's responsible experience with ability to plan organize and assign work to others;
  • Word processing skills and knowledge of database and spreadsheet applications; training and or experience with Microsoft Word, Excel, DreamWeaver, InDesign, PowerPoint, Illustrator, and PhotoShop or strong familiarity with other graphics program;
  • Strong written, verbal and general communication skills;
  • Knowledge of bookkeeping practices and methods, attention to detail;
  • Ability to learn university accounting system and use of related computer technology;
  • Good communication skills and ability to work effectively with staff, students, faculty, parents and the public in an extremely busy and highly challenging environment;
  • Must have some knowledge of women's issues;
  • Important to be enthusiastic, an effective communicator and compassionate. Must be sensitive to and appreciate diversity, encouraging an understanding and respect for people's race, culture, sexual orientation, gender, religion, physical abilities, experience, age, and political choices;
  • Ability to work in a professional manner as both a self-starter and a team member;
  • Ability to maintain confidentiality and handle sensitive information with discretion.
Preferred Qualifications:
  • A bachelor's degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired;
  • Creative, artistic flair with publications;
  • Some experience in design of publications.
Working at Northwestern University:

Beyond being a place to learn and grow professionally, Northwestern is an exciting and fulfilling place to work! Northwestern offers many benefit options to full and part-time employees including: competitive compensation; excellent retirement plans; comprehensive medical, dental and vision coverage; dependent care match; vacation, sick and holiday pay; professional development opportunities and tuition reimbursement.

Northwestern greatly values work/life balance amongst its employees. Take advantage of recreational, cultural, and enrichment opportunities on campus. Employees also receive access to childcare solutions, retail discounts, and other work/life balance resources.

Northwestern University is an equal opportunity employer and strongly believes in creating an environment that welcomes students, faculty and staff of all races, nationalities and religions. In doing so, we offer our students the opportunity to learn and grow in diverse communities preparing them for successful careers in an increasingly global and diverse work force.

For consideration, please click on the link below. You will be directed to Northwestern University's electronic recruiting system, eRecruit, where you will search and apply for current openings. To apply for this position in eRecruit, enter the Job Opening ID number in the appropriate search field. Once you apply, you will receive an email confirming submission of your resume. For all resumes received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Job Opening ID number for this position is 20483.

Northwestern University is an Equal Opportunity Employer.

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