Northwestern University

Department: School of Professional Studies

Salary/Grade: NEX/11

Job Summary:

Provides administrative and operational support to the staff, students, faculty, programs, and partners of the Office of Professional Development at the School of Professional Studies. Communicates with student, faculty and partners and assists with program scheduling, registration processing, and on-site program/event management. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc.

Please note: Occasional evening hours will be expected. Additional evening/weekend hours may increase as the department grows.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence. 
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application’s content management program.

Accounting, Budgets & Financial

• Participates in program budget preparation.
• Approves appropriate expenses, purchases and reimbursements per budget. 
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Generates summary reports and statistics. 
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e-mail customers/vendors; corrects or escalates

Coordination

• Manages dept calendar.
• Organizes and coordinates certificate programs and events which may include creating timelines.
• Collects agenda items and background materials.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.

Contacts

• Responds to inquiries.
• Provides basic interpretation of policies and procedures. 
• Researches information to resolve problems or issues.

Student & Faculty Services

• Provides a variety of administrative and operational support for student and faculty services such as on-boarding; scheduling; curriculum; program evaluation.
• Recommends alternatives for course requirements. 
• Reviews administrative processes and procedures regarding student and faculty services and recommends changes.

Miscellaneous 

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 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.
• Excellent interpersonal and customer service skills
• Strong organization skills
• Strong oral and written communication skills
• Strong knowledge of MS Office and the internet 
• Strong attention to detail
• Event planning (conferences/meetings) experience would be helpful.
• Demonstrated ability to multi-task, manage multiple priorities, and adhere to deadlines;
• Ability to work well independently and as part of a team.
• Ability to carry heavy materials and be availability to work late on occasional evenings as needed

Preferred Qualifications: 

• Previous work experience in higher education
• Previous work experience working with adult learners

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrated ability to multitask effectively.
• Strong organizational skills
• In-depth knowledge of a variety of computer skills including Access, Word, Excel, etc.

Target hiring range for this position will be between $22.00 to $24.00 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 market data. 

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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