Program Assistant 3

Department: Education & Social Policy
Salary/Grade: NEX/11

Job Summary

Seeking a highly motivated team member to provide administrative support for a pathbreaking dual master's degree program-jointly designed by the School of Education and Social Policy at Northwestern University and the Department of Economics at The Chinese University of Hong Kong (CUHK). The dual master's degree program provides students with rigorous training in applied economic science while developing strong public policy and data analysis skills. Students will study on campuses in Sha Tin, Hong Kong for 10 months and Evanston, Illinois for 7 months. Upon completion of the program, students receive two master of science degrees from two top-tier global universities (https://www.sesp.northwestern.edu/dual-degree/index.html).

*Flexible work schedule is occasionally required as there are instances when events and meetings are hosted outside of normal work hours, in coordination with CUHK*

The program assistant will play a critical student-facing role and provide essential support to ensure the smooth operation of the program. Key responsibilities include:

• provide academic and logistical supports for faculty and students; and
• coordinate and support program communication efforts, including drafting emails, managing newsletters, and contributing to marketing initiatives; and
• plan and execute program events, such as orientations, workshops, graduation, and student/faculty engagement activities.
• coordinate administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with program operations.
• assist with budget planning and monitoring; approves appropriate expenses, purchases and reimbursements per budget; creates and maintains financial records; generates summary reports and statistics.
• create and maintain associated documents, spreadsheets, databases, meetings, special events, etc. and alert supervisor of critical issues and upcoming events.

The desired candidate will have:

• Solid understanding of project management principals.
• Excellent communication (oral and written) and presentation skills.
• Excellent team coordination and interpersonal skills.
• Outstanding organizational and planning abilities; and
• Experience in budgeting and accounting.

Specific Responsibilities:

Documents & Databases:

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Accounting:

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• 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.
• Maintains accounting balances for grants/contracts.

Coordination:

• Manages supervisor's and/or dept calendar.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts:

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Student Services:

• Provides a variety of administrative support for student services such as recruitment; admissions; applications; curriculum; program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.

Preferred Qualifications: (Education and experience)

• BSc/BA in accounting, finance, public relations, communication, or relevant fields

Preferred Competencies: (Skills, knowledge, and abilities)

• Solid understanding of project management principals
• Excellent communication (oral and written) and presentation skills
• Excellent team coordination and interpersonal skills
• Outstanding organizational and planning abilities
• Experience in budgeting and accounting is highly desirable
• Experience in event planning

Target hiring range for this position will be between $23.00 - $25.50 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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