Job Summary:

Under the direction of the Department Business Administrator, the Program Assistant 3 position is primarily responsible for supporting department’s administrative, faculty and student day-to-day operations. The Program Assistant 3 guides students through admissions process; advises students of program requirements; maintains student records; coordinates events; coordinates content maintenance of web pages and databases; facilitates the Graduate Admissions process by responding to inquires & emails in a timely manner; assists in supporting and communicating with students and faculty regarding admissions, and degree completion processes. This includes all student affairs inquiries, which consist of fellowship tracking, report creation, orientation set up and tracking students’ performance/progress and graduation process. The Program Assistant 3 maintains databases and spreadsheets for reporting and analysis.

The Program Assistant 3 provides a variety of clerical & administrative support, which may include drafting & typing correspondence, reports, charts, graphs, etc. using word processing, spreadsheet, database, website & presentation software; basic bookkeeping; screening calls & visitors; making arrangements including travel, etc. for seminars, speakers, meetings & special events; maintaining dept and conference room calendars.

Specific Responsibilities:

Documents & Databases

Proofs program documents for spelling & grammar.
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Maintains file of student room assignments.
Creates admission year’s orientation notebook.
Manages all forms required – change of grade, add/drop, advisor list and materials for Undergraduate and PhD and MS Graduate programs.
Website & AV

Maintains or coordinates maintenance of contents of websites, social media &/or blogs.
Trains &/or assists faculty &/or students in updating their websites &/or blogs.
Maintains department, program and student information, including undergraduate and graduate program requirements, course descriptions, course offerings and schedules.
Assists with setting up streaming and recording of seminars.
Coordination

Coordinates dept and teaching schedules and classroom assignments.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Coordinates seminars and colloquia, including related hotel reservations, advertising and scheduling of events.
Coordinates facilities/space requests, including room assignments and keys.
Disseminates information on seminars and events to other departments.
Posts events on Northwestern and McCormick event calendars (i.e. Plan it Purple and Tech Monitor)
Distributes department mail and business documents in accordance with NU policies.
Maintains conference room calendars
Contacts

Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Maintains database of alumni and contact information
Student Services and Graduate Admissions
Guides students through admissions process. Proactively follows up with admitted students and deferrals until final decision deadline.
Advises students of major/minor requirements.
Reviews student files/records for academic progress & referral.
Applies knowledge of federal & state regulations.
Interprets existing policies & procedures; etc.
Provides information about course registration, curriculum, graduation requirements and ceremony.
Prepares orientation materials and on-going information to graduate and undergraduate students.
Responds to student inquiries regarding curriculum, course times, books, NU/McC/ESAM policies and procedures
Manages work study students
Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

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.
Preferred Qualifications:

Bachelor’s degree or the equivalent combination of education.
3-4 years financial or administrative experience