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Job No. 140080

  • Job Title:
  • Program Assistant 2
  • Employer:
  • Northwestern University
  • Location:
  • Evanston , IL
  • Posting Date:
  • 07-Jan-2019
  • Description:
  • Job Summary:

    Provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or dept calendar.

    Reporting to the Northwestern University Transportation Center Assistant Director Research and Operations, this full-time position is responsible for general admin support for the center Director, student support, event and guest support and related reimbursement processing.

    Specific Responsibilities:

    Documents and Databases
    Prepares manuscripts, scientific, technical and/or statistical documents.
    Proofs for spelling and grammar.
    Enters information into spreadsheets and/or databases.
    Compiles routine reports, statistics, tables, charts, etc. from readily available information.
    Maintains database of student/alumni and industry contacts
    Supports aspects of production for NUTC publications, including annual reports, executive program marketing materials, Business Advisory Council and faculty directories, newsletters, promotional pieces, press releases, event flyers and programs, promotional banners and signage.
    Supports the Email-newsletter campaign throughout the calendar year.
    Coordinates and/or executes content maintenance of websites and/or blogs.
    Maintains NUTC’s online job board to ensure job postings are current
    Enters, tracks, and maintains documentation and logs of financial transactions – processes reimbursements.
    Ensures that charges have posted to appropriate accounts.
    Assists with reconciliation of accounts.
    Investigates and resolves discrepancies.
    Serves as Administrative Assistant to the Patterson Chaired Professor/Center Director: managing his internal and external contacts and calendar; scheduling complex travel arrangements
    Coordinates supervisor's and/or dept calendar.
    Coordinates registration and travel.
    With leadership from Assistant Director, Center Communications and Outreach, coordinate events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments including:
    workshops, seminars, conferences and industry related programs
    assist with event setup support, providing basic AV support for Ruan Conference Room and/or coordinating with McC IT to meet technical support requirements for presentations and events
    assist with coordination and scheduling of on-campus interviews and meetings for Transportation Center and its students
    Provides information via phone, e-mail, mail, etc.
    Represents supervisor in routine/standard situations with various levels of personnel both internally and externally.
    Student Services
    Guides students through admissions process.
    Advises students of major/minor requirements.
    Reviews student files/records for academic progress and referral.
    Applies knowledge of federal and state regulations.
    Interprets existing policies and procedures; etc.
    Compiles applications for annual Dissertation Year Fellowship (DYF) awards.
    Assist NUTC students scholarships, fellowships and awards.
    May coordinate work of temporary/work-study students, etc.
    Performs other duties as assigned.

    Minimum Qualifications: (Education and experience)
    A high school diploma or equivalent required.
    2 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 verbal and written communication skills.
    Preferred Qualifications: (Education and experience)
    Experience working in higher education
    3-5 years administrative support experience
  •  Contact information:
  • Northwestern University
  • Evanston, IL 60208
  • United States
  • Employer's Website:
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