Program Assistant 3

Department: WCAS Spanish & Portuguese
Salary/Grade: NEX/11

Job Summary:

The Department of Spanish and Portuguese at Northwestern University is seeking a part-time Graduate Program Assistant (Program Assistant 3) to serve as the main point of contact for all graduate students. Working closely with the Business Administrator and the Director of Graduate Studies, the Graduate Program Assistant coordinates administrative processes including entering and updating PhD funding information; creating and maintaining associated documents, spreadsheets, and databases; supporting graduate recruitment and admissions; organizing meetings and special events; and alerting the supervisor to critical issues and upcoming events.

The position requires a high level of attention to detail, initiative and resourcefulness, and the ability to balance multiple responsibilities and competing priorities while meeting deadlines. This is a part-time position at 25 hours per week. During the academic quarters, the position works on campus four days per week and remotely one day per week. All hours will be scheduled during departmental business hours between 8:30 am and 5:00 pm.

The target hiring range for this position is $30,015 - $32,625 per year, or $23.00 - $25.00 hourly. 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.

Please include with your application a cover letter explaining why part-time hours work well for you.

Specific Responsibilities:

Student Services

• Coordinates the graduate student recruitment and admissions process.
• Provides a variety of administrative support for student services, including recruitment, admissions, applications, curriculum, and program evaluation.
• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures related to student services and recommends changes.

Data Tracking and Management

• Enters and updates PhD student funding information.
• Creates and maintains standard spreadsheets and databases. Prepares queries, reports, statistics, tables, and charts based on information compiled from various sources, determining format, elements, and trends.

Event and Travel Coordination

• Manages the department calendar for graduate program events.
• Organizes and coordinates meetings and special events, including creating timelines, collecting agenda items and background materials, and creating registrant profiles.
• Coordinates travel arrangements, including complex domestic and international itineraries.
• Prepares annual event, conference, and meeting budgets; verifies invoices and expense reports and reconciles them to budget.

Financial Administration

• Assists with expenses, purchases, and reimbursements in accordance with budget.
• Creates and maintains financial records and prepares required forms.
• Verifies the appropriateness and accuracy of charges; processes and reconciles expenses and accounting transfers.
• Updates financial transaction spreadsheets and databases and generates summary reports and statistics.
• Processes routine payroll actions.

Inquiries and Communications

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

Additional Responsibilities

• Maintains the department's website, creating new webpages and updating standard information within the content management system.
• Initiates a range of HR actions, such as new graduate student department orientation, and explains HR policies and procedures.

• Coordinates the work of temporary staff, work-study students, interns, and other student or clerical assistants as needed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• At least four years of administrative support experience required.

Minimum Competencies

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
• High level of attention to detail.
• Excellent initiative and resourcefulness.
• Ability to meet deadlines while balancing multiple responsibilities and competing priorities.
• Ability to work independently as well as part of a team.
• Ability to establish and maintain effective working relationships with students, staff, and faculty.

Preferred Qualifications

• Bachelor's degree or equivalent, along with four years of administrative support experience.
• Experience working in a university environment.

Preferred Competencies

• Familiarity with Northwestern University systems, including Smartsheet, CAESAR, GSTS, CollegeNet, CLSS, NUFinancials, myHR, and Cascade.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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