Program Assistant 2

Department: WCAS Administration
Salary/Grade: NEX/10

Job Summary:

This position provides administrative support to the academic operations and programs of the Weinberg College Office of Undergraduate Studies and Advising ("OUSA"). In particular, this position supports 21 faculty College advisors and the Assistant Dean for Academic Advising and is responsible for scheduling student advising appointments, scheduling adviser coverage for daily drop-in advising shifts and supplemental advising related to key academic deadlines, and providing administrative support for academic processes and procedures.

The program assistant is part of the staff team that handles frontline reception across the OUSA's two buildings. As a primary point of contact for students, faculty, staff, parents, and others who call or visit the Office of Undergraduate Studies and Advising, the ability to problem-solve, multi-task, and attend to detail-oriented administrative work while also providing a positive customer service experience is vital to this role. Additional responsibilities may include serving as backup for other staff within the unit and providing extra support for OUSA-run events, particularly during new student orientation and end-of-year celebrations.

This is a full-time, 37.5 hpw, position with the opportunity to work remotely 1-2 days per week. The schedule is subject to change during some weeks depending on the business needs of the office. Occasional evening and weekend hours may be required for special events.

The target hiring range for this position will be between $36,057 - $50,699 per year, which is $18.42 - $25.90 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.

For full consideration, please include a cover letter.

Specific Responsibilities:

Documents & Databases:

• Compiles routine reports such as transcripts and other reports to the Advisers, Deans and Assistant Director of OUSA based on their needs
• Train and assist Advisers in ConnectNU
• Updates student records when students declare a major or minor, including coordinating with faculty and staff in departments and following up with students and advisers on issues
• Schedules and tracks Interschool Transfer requests, as well as fielding adviser and student questions about the process
• Tracks Dual Degree add/drops requests, as well as fielding adviser and student questions about the process
• Logging Time Conflicts
• Point person for International Test Credit petitions, both logging and answering questions
• Responsible for electronically filing student forms on a monthly basis

Scheduling:

• Schedules individual student advising appointments in centralized online advising system
• Schedules adviser coverage for daily drop-in appointments and expanded advising prior to key academic deadlines

Communications

• Provides front-line reception in person and by phone to students, faculty, and others. Answers questions and/or guides students and others to the correct office.
• Triages student emails to general department accounts, follows up with students as needed, and answers standard inquiries
• Understands and interprets Weinberg and University policies and processes to provide guidance to students and others
• Forwarding language requirement exception petitions to the appropriate person, and fielding questions about the process and timeline
• Makes edits and updates to the Weinberg website per staff request

Miscellaneous

• Provide support to student and faculty events like Phi Beta Kappa Ceremony and faculty meetings
• Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required, in particular: Excel, Access, Outlook calendaring, and Acrobat Pro.
• Prior experience updating websites through content management system.
• Strong oral and written communication skills.
• Ability to prioritize and work successfully in a busy open office environment.
• Ability to multitask and meet deadlines with excellent attention to detail.
• Demonstrated excellence in customer service.

Preferred Qualifications:

• Bachelor's degree or its equivalent.
• Previous experience in higher education administration.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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