at Northwestern University in Evanston, Illinois, United States
Job Description
Job ID49906
LocationEvanston, Illinois
Department: Trienens Institute
Salary/Grade: NEX/12
**For full consideration, please submit a cover letter and resume with your application**
Job Summary:
Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events.Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
The Paula M. Trienens Institute for Sustainability and Energy seeks a motivated, self-starter for a Program Assistant position in the professional Master of Science in Energy & Sustainability (MSES) program, a growing one-year professional Master program. This position will help administer curriculum and class schedules and manage the MSES Salesforce database, be involved in complex interschool relationships, reviewing and scoring applications, and administering assessments to students to identify areas for improvement that highlight concrete strategies for strengthening interpersonal relationships and professional performance. This position will support the MSES Program Administrator with daily operations by coordinating events, and scheduling and managing logistics for classes, events, and any offsite activities for the program (i.e. field trips). Assisting students on the administrative side of the program and directing queries received by MSES from prospective students, current students, faculty, and partners will also be key responsibilities, effectively providing management for the MSES "front desk." Thus, the ideal candidate will enjoy working with and meeting new people. In addition, they will be detail-oriented, able to multi-task, and willing to take on new tasks. Occasional evening, weekend, or flexible hours may be required to support a meeting, event, or student recruitment.
Please note: Occasional evening or weekend hours may be required to accommodate special events such as student recruitment events or information sessions.
Specific Responsibilities:
Documents & Databases
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Accounting
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
Completes journal entries.
Creates & monitors budget statements.
Verifies that charges are accurate & posted to the appropriate account.
Reconciles accounts.
Resolves discrepancies &/or outstanding encumbrances.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administer budgets &/or accounting balances for multiple awards.
Coordination
Manages supervisor's &/or dept calendar.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Contacts
Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Student Services
Coordinates student recruitment & admissions process.
Reviews & prioritizes applications.
Refers students to appropriate resources.
Counsels students regarding alternatives for course requirements.
Participates in evaluation of program & curriculum planning.
Recommends & implements administrative & procedural changes.
Supervision
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word... For full info follow application link.
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.
