Program Assistant 4

Department: WCAS Earth Environ Planetary
Salary/Grade: NEX/12

Job Summary:

A newly formed department, the Department of Earth, Environmental and Planetary Sciences provides a close-knit atmosphere supporting undergraduate and graduate education. Our students have access to internationally renowned faculty who lead seven research labs and support one stable isotope recharge facility. We are seeking a self-directed administrative professional to help support our department. The Program Assistant supports the main department office, events, course administration, communication and marketing, ensuring the smooth functioning of events and courses while providing a welcoming presence through creation and maintenance of our digital and print media.

This is a full-time position at 37.5 hours per week and is eligible for remote work, more information will be discussed during the interview. The target hiring range for this position will be between $22 - $28 per hour which is $43,065 - $54,810 per year. The salary offered will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

Events:

• Manages weekly seminar series, which includes management of remote access to presentations and recording of presentations. Plans and supports graduation ceremonies and other department gatherings. Supports, with assistance from other staff and point faculty, graduate student and new faculty recruitment activities. Books travel, disseminates itineraries and schedules to invited guests and appropriate community members. Coordinates with Financial Assistant to process reimbursements for our invited guests. Reserves appropriate spaces for events and to support community group meetings. Supports the hosting of our premier Nemmers Prize recipients biannually for 1-10 week visits including at least one large lecture/symposium open to the public. Creates and distributes marketing materials to advertise all events. Responsible for ordering catering for relevant events and activities.

Communication/Marketing:

• Responsible for creating and maintaining website and hallway digital monitor display content. Coordinate with community members to keep content updated, post relevant news articles in a timely manner. Works in collaboration with department faculty to layout, write and incorporate content for a 10-20 page annual newsletter in digital and print formats. Effectively communicates with Department community and aligning community members with quarterly communications at the start of each quarter and weekly updates on events taking place.

Office Management:

• Manages department Outlook mailbox, Google account files and calendar and maintains current information on hallway boards. Maintains department atrium, kitchen and mailroom spaces. Updates room labels to appropriately reflect occupants and weekly reservation schedules. Identify rooms and process room reservations via University reservation systems for department community members. Maintains office supplies and serves as the primary contact for poster printing.

Course Administration:

• Annual course planning and data entry into Excel planning sheets, CAESAR and CLSS course administration tools. Coordination with aligning departments to manage co-listed courses and overlapping teaching assistants. Responsible for sending final course schedules and descriptions for review by faculty each quarter. Enters all course instructors and assigned teaching assistants. Responsible for checking course registration and generating and disseminating permission numbers to students based on the defined registration process for each course. Adds course schedule to website and updates as changes are needed. Works with Registrar Office to make needed changes not accessible by department administrators. Responsible for working with faculty to order course materials from the bookstore and for desk copies, if needed. Generate course schedule reports for review by department Chair, Assistant Chair, Director of Undergraduate Studies and Business Administrator.

Financial:

• Makes relevant event related purchases with a department corporate card. Creates and updates event, course and travel tracking Excel files to reflect final financial costs incurred. Responsible for reconciling transactions in a timely manner.

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:

• Advanced knowledge of word processing, spreadsheet, email and database software programs is required

Preferred Qualifications:

• Bachelor's degree in business administration, geology or environmental sciences
• At least three years office management experience
• Previous experience working in higher ed
• At least one year experience managing websites
• At least two years experience designing using tools such as Photoshop, InDesign and Canva

Preferred Competencies:

• Ability to work independently
• Resourcefulness
• Team oriented work style

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 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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