Program Assistant 2

Department: International Student and Scholar Services
Salary/Grade: NEX/10

The target hiring range for this position will be between $20.00 - $23.00 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.

*Must be U.S. Citizen or Lawful Permanent Resident, meet Department of Homeland Security Designated School Official requirements.

Job Summary:

The Program Assistant is responsible for managing all reception desk operations and administrative support for 2 locations of the OISS office. He/she will be available in the offices to greet visitors, field general visa inquires, and direct visitors to the appropriate advisor. He/she will oversee all billing functions, expenses, vouchers, reimbursements, and budget reporting. He/she will support the student and scholar processes by conducting in-take and out-take tasks, the initial review of requests, notification, and follow-up communication. Support office communication and social media platforms.

Please note: This position requires the individual to be on campus during normal business hours which are typically 9:00am to 5:00pm. This is not a remote position. The two OISS campus office locations are: 630 Dartmouth (Evanston), and 1920 Sheridan (Evanston).

Specific Responsibilities:

Administration

• Prepares forms, training documents, and templates for internal and external communication.
• Proofs for spelling & grammar.
• Enters information into spreadsheets &/or databases.
• Manages routine updates of internal data so that information is readily available for department usage.

Website

• Coordinates content maintenance of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Resolves discrepancies & over/under budget problems.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Ensures that charges have posted to appropriate accounts.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.
• Completes routine payroll actions.

Human Resources

• Processes a limited variety of routine HR transactions.
• Provides information on HR policies & procedures.

Coordination

• 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.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

• Guides students through admissions process.
• Advises students of major/minor requirements.
• Reviews student files/records for academic progress & referral.
• Applies knowledge of federal & state regulations.
• Interprets existing policies & procedures; etc.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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.

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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