Program Assistant 4

Department: WCAS Fr&It/Slavic/German Admin
Salary/Grade: NEX/12

Job Summary:

The Program Assistant 4 (PA4) position is part of a staff group that values teamwork and excellence in the Departments of French & Italian, German & Slavic. The PA4 reports to the Business Administrator and primarily assists in the Dept. of German however may assist with tasks in the other departments as needed. The PA4 is the German main office contact, oversees the undergraduate program, coordinates and is on-site for events and provides a variety of clerical and administrative support to students, faculty and staff.

This is a full time 40 hpw; position that works largely on-site four days a week with some opportunities for remote work. The target hiring range will be between $44,850 - $63,078 year which is $21.48 - $30.21 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 the market data.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates department event and course flyers using InDesign, Photoshop, Microsoft Publisher or Canva.
• Assists with the creation and dissemination of the department newsletter.
• Proofs for spelling and grammar.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, Smartsheets, etc. based on supervisor's information objectives.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Trains &/or assists faculty &/or staff in updating their websites.
• 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.
• Maintains and assists Commons intranet.

Accounting

• Processes and reconciles corporate card expenses.
• Processes deposits & payroll.
• Administer budgets &/or accounting balances for multiple awards.
• Submits honorarium paperwork.
• Maintains a departmental budget and reviews with supervisor monthly or quarterly.
• Takes inventory and orders supplies.

Human Resources

• Assists supervisor with faculty recruitment and promotions, including compiling sensitive information and files for committees and the Dean's Office, and provide other administrative support as needed.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Events and Coordination

• Coordinates the department calendar.
• Manages and coordinates all event needs which may include scheduling room &/or guest speaker and arranging for routine materials, technology & refreshments, and on-site support on the day of the event.
• Coordinates itineraries for campus visits.
• Manages registration and travel involving domestic and international travel.
• Maintains seminar room's schedule and reservations using the electronic calendaring system, 25Live.
• Collects agenda items and background materials.
• Provides general administrative assistance for the office including maintaining an accurate inventory of files, keys and equipment; ordering supplies; overseeing and maintaining copier and seminar rooms; sorting and routing mail, arranging meetings; maintaining records and files; preparing materials for meetings; responding to other routine Facilities' and IT requests.

Contacts

• Provides information via phone, email, mail, etc.
• Provide customer service to students, faculty, staff, prospective students and the public.
• Manages department email account, responding to inquiries regarding application and admissions, program requirements, and department policies and administrative procedures.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
• Researches information to resolve problems or issues.

Student Services

• Coordinates graduate student recruitment & admissions process.
• Refers students to appropriate resources.
• Prepares quarterly course registration. Generates and distributes permission numbers, class summaries and class lists to the chairperson, director and supervisor.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

• Coordinates work of program assts and temporary/work-study students

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 5 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

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

Preferred Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• Organized.
• Reliable.
• Works well in a team environment.
• Competent when working as an individual.
• Communicates clearly, written and verbal.
• Effective time management.
• Takes initiative in role.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of University systems (strongly preferred) including, Caesar-CLSS, Cascade, 25Live, iBuy, Cascade, myHR, iBuy, 25Live, OneDrive-SharePoint, NU travel services and other NU systems.
• Knowledge of Smartsheet, InDesign, Photoshop and Canva a plus.

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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