Program Assistant

Department: Law Student Services

Salary/Grade: NEX/12

Location: Chicago, Illinois

Position is not remote, it must be on campus five days a week.

This position provides essential administrative and logistical support to multiple departments within Student Services, ensuring efficient operations and successful programming. Core responsibilities include managing databases, budgets, and departmental calendars, as well as overseeing accommodated exam processes in compliance with FERPA. This role requires maintaining confidentiality, accuracy, and strong organizational skills while working closely with administrators and students.

In addition, the position coordinates event logistics such as room reservations, scheduling, catering arrangements, setup and breakdown, and communication tasks like drafting announcements and letters. Support extends to initiatives led by the Directors of Academic Success and Student Wellness and Community Engagement, as well as the International Programs department assisting with Global Village, Global Conversations, and summer Legal English and Foundations (LEAF) Program.

This multifaceted role demands adaptability, attention to detail, and the ability to manage diverse tasks across academic and student-focused activities.

• 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.

• 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.

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

• 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.

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Target hiring range for this position will be between $42,047.10 - $61,603 per year. 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.

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://(Use the "Apply for this Job" box below). to learn more.

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.…