Program Assistant 2

Northwestern University • Evanston, IL

52d • $18 - $23

About The Position

Provides a variety of clerical & administrative support to the Chair and Business Administrator of the Civil and Environmental Engineering department which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept calendar. Responsible for managing department course schedules. Point of contact for student group associations within the department and manages logistics for student group events.

Requirements

• A high school diploma or equivalent required.
• 2 years of administrative support or other relevant experience required.
• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Responsibilities

• Prepares manuscripts, scientific, technical &/or statistical documents.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Creates equations.
• Compiles routine reports, statistics, tables, charts, etc. from readily available information.
• Provides the Chair of Civil & Environmental Engineering with administrative support including typing complex correspondence, spreadsheets, tables, exams, reports and published material using word processing applications, arranging travel, processing expense reports, maintaining a busy calendar, and various other tasks as asked.
• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.
• Coordinates faculty recruitment activities involving placing ads, receiving CV's, letters of recommendation, arranging travel and accommodations, scheduling of meetings and formal presentations and subsequent expense processing and follow through as requested.
• Gather and prepare with the utmost confidentiality faculty promotion and tenure documents required for review.
• Coordinates supervisor's &/or dept calendar.
• Coordinates registration & travel.
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Coordinates and implements small to large scale and/or complex recurring events including the Student Recruitment Fair, Graduation, Distinguished Speaker event, Department Seminar Series, faculty meetings and external advisory committee and annual meetings. Coordinates all logistics such as advertising, registration, travel and accommodations, venues, speakers, catering, technology, tours, entertainment, student activities, etc. Occasionally will require after hours involvement.
• Maintains and manages course scheduling for the department
• Maintains and manages Department's social media presence
• Maintains and manages Department website, including developing, writing, editing, and publishing Department relevant articles
• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
• Serves as a liason between department research scholars and the McCormick Customer Service Center, including new-hire onboarding.
• Back-up to other department staff when needed.
• Performs other duties as assigned.

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.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees