Program Assistant

Position: Program Assistant 3
Department: WCAS Media and Design Studio

Salary/Grade: NEX/11

Job Summary:

Services Coordinator (Program Assistant
3) for Weinberg Language Resource Center and Media and Design Studio, Weinberg IT Solutions

The Weinberg College of Arts and Sciences seeks applicants to join a growing team of faculty and staff spanning two related units at the intersection of languages, technology, and media-the Media and Design Studio (MADS), and the Weinberg Language Resource Center (LRC). Together, these units bring the best possible teaching and learning experiences to Northwestern faculty and students. This position supports both units and reports to both directors, as the sole self-directed administrative assistant.

From a vibrant setting in Kresge Hall, located on the southern end of Northwestern's Evanston campus, this position provides support and input to the combined efforts of MADS and the LRC and through operations, resource scheduling, events planning, email web and newsletter communications, accounting and finance, invoice and reimbursement processing, and coordination of administrative processes and business matters. This position is a full-time position at 37.5 hours per week that primarily works on-site with some opportunities for remote work.

The target salary range for this position is $21.00 - $25.00 hourly or $41,107 - $48,937 annually. 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.

Specific Responsibilities:

Documents & Databases

* Independently responds to and composes correspondence.

* Authors and publishes electronic and print newsletters, flyers, and other communications

* Creates and maintains standard spreadsheets and/or databases.

* Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

* References and updates contact databases using campus tools, e.g. Salesforce

* Authors and sends email communications using bulk mailing tools, e.g. Salesforce, Mailchimp, and/or Constant Contact

* Assists with content editing and digital encoding of various documents including documentation, instructional materials, and communications.

* Creates, updates, and utilizes document and approval workflows in Smartsheet and similar tools.

Website

* Maintains websites and departmental news blogs.

* Creates new web pages and updates standard information within various content management programs.

* Creates and updates events on the campus-wide electronic calendar, Plan It Purple

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.

Human Resources

* Initiates full range of HR actions such as new employee dept orientation for student employees.

* Resolves hiring, termination, etc. processing problems.

* Explains HR procedures.

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 and emails.

* 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 students of languages and humanities at the abstract level: such as language course advising, advertising and marketing, and way-finding

* Develops and analyzes surveys of student background and study interests

* Facilitates inter-institutional course sharing opportunities by collecting student interest in non-local courses, communicating with local faculty interested in

* sharing their courses with outside institutions, and liaising with various campus partners, such as the University registrar and offices of undergraduate study.

* Assists with instructional technology used by students and faculty in teaching and classroom spaces

Supervision

* Coordinates schedules of work-study students

* Reviews and approves timecards and timesheets

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* A high school diploma or its equivalent.

* Four years of administrative support (or its equivalent) experience is required

Minimum

Competencies:

(Skills, knowledge, and abilities.)

* Intermediate knowledge of word processing, spreadsheet,…