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Program Assistant 2

Company Name:
Northwestern University
Job Summary:
The Program Assistant provides a variety of clerical and administrative support for the MS in Leadership for Creative Enterprises (MSLCE) Program which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and managing supervisor''s and department calendar.
The Position supports the day-to-day activities of the MSLCE Program. The Program Assistant assists with the planning and coordination of a variety of program events such as orientation, guest speakers, student events, and convocation. The position interacts regularly with both prospective and current students to provide information on the admissions process and program requirements. The Program Assistant processes invoices and accurately tracks all financial transactions.
Specific Responsibilities:
Manages documents and databases;
Proofs for spelling and grammar;
Enters information into spreadsheets and databases;
Compiles routine reports, statistics, tables, charts, etc. from readily available information;
Works regularly with MSLCE CRM database (Salesforce) and the application portal EducationRx;
Coordinates content maintenance of websites and/or blogs.
Trains and assists faculty and staff in updating their websites and blogs;
Coordinates blog activities of student assistants and current students;
Processes accounts payables and receivables;
Verifies income and expense;
Resolves discrepancies and over and under budget problems;
Enters, tracks, and maintains documentation and logs of financial transactions;
Ensures that charges have posted to appropriate accounts;
Assists with reconciliation of accounts;
Reviews budget statements;
Investigates and resolves discrepancies;
Prepares budget reports and spreadsheets;
Completes routine payroll actions;
Processes a limited variety of routine HR transactions for student assistants;
Coordinates supervisor''s and department calendar;
Coordinates registration and travel;
Coordinates events which may include scheduling rooms and guest speaker and arranging for routine materials, technology and refreshments;
Assists with the planning and execution of program information sessions, orientation, ongoing program speaker series, student social activities, and convocation;
Represents supervisor in routine and standard situations with various levels of personnel both internally and externally;
Provides information to both current and prospective students;
Guides students through admissions process;
Advises students of program requirements;
Reviews student files/records for academic progress and referral;
Applies knowledge of federal and state regulations;
Interprets existing policies and procedures; etc.;
Effectively and regularly communicates with current and incoming students to provide program information;
Coordinates work of student assistants, etc.;
Performs related duties as required or assigned.
Minimum Qualifications:
A high school diploma or its equivalent along with 2 years of administrative support experience is required;
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
A bachelor''s degree in a related field or the equivalent combination of education, training and experience from which comparable skills can be acquired;
Experience working with graduate students;
Previous exposure to Salesforce CRM and NU student and accounting systems.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes including veterans and individuals with disabilities.
Date Posted: 5/28/2014
Job Title: Program Assistant 2
Department: SoC Administration
Job ID: 23305
Hours Per Week: 37.50
Location: Evanston Campus
Grade: NEX 10
Minimum to Midpoint Salary: $16.25 $20.35

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