Program Assistant 3

Department: Law Student Services Salary/Grade: NEX/11 Target hiring range for this position will be between $19.89 - $25.28 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.

Job Summary

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with international program operations. Creates and maintains associated documents, spreadsheets, databases, meetings, plan and execute special events, etc. and alerts supervisor of critical issues and upcoming events.

Prepares agendas & make arrangements including travel, etc. for meetings & special events; managing supervisor's &/or dept calendar. Posted at the front desk of Student Services and responsible for fielding questions from all walk-in students and community members. This is an in-person, five days a week position. Specific Responsibilities : International Programs Support Support operations of LLM and SJD programs including general correspondence, database, organization of major events, guides students through pre-arrival process; update pre-arrival correspondence, respond to e-mail inquiries from incoming students, advise students of requirements; prepare and maintain international students files and database, suggest and recommends changes and process improvements Maintains the Study Abroad/Exchange program including updating information from partner schools, collecting applications for study abroad and preparing files, assist outgoing students with pre-departure procedures, assist and coordinate pre-arrival of incoming students, creates Canvas site and tracks student engagement and completion of tasks, collect surveys.

Provides administrative and logistical support for the LEAF Program, (Legal English and Foundations). Supports ACE Academic advising program including onboarding advisors, office hour logistics, processing expense requests, and event support Support operations of ESL services including organization of events, correspondence, compilation of ESL calendar, production of photocopies, collection of surveys; Assist with coordinating Discussion groups/leaders Documents & Databases Independently creates and maintains standard spreadsheets and/or databases; determines format, elements, trends, etc.

Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources. Maintain SJD program including student enrollment, monitor tuition payments, correspond with students and faculty supervisors Provide general administrative support including schedule dept. meetings, independently responds to and composes correspondence, update and distribute forms, database entry and manipulation for public service, international programs, and dean of students, proctor midterm and final exams.

Website Maintains international programs websites and independently updates Study Abroad web site by collecting and compiling information from partner schools. Creates new web pages as needed. Accounting Creates and maintains financial records, prepares forms, verifies appropriateness and accuracy of charges, may resolves discrepancies, updates financial transaction spreadsheets and databases.

Generates summary reports and statistics. Coordinations Manages supervisor's &/or dept. calendar including appointments & travel. Set student appointments with supervisor and update calendar as needed Coordinates complex itineraries involving international travel, Provides logistical support for supervisor’s travel including drafting itineraries, researching destination vendors, creating maps, and managing RSVP.

Collects agenda items and researches and compiles background materials such as registrant’s profiles. Creates events time line and semester event calendar in coordination with other departments Coordinate events on-campus including planning budget, ordering catering, scheduling rooms &/or guest speaker & arranging for routine materials, technology, advertising and brochures, catering, track event costs, receive RSVP and prepare name tags, check room set-up and address last minute details.

Provide orientation and convocation support to international students and as part of the Student Services team. Coordinate events off campus including researching options, collecting bids, managing RSVP’s, scheduling transportation & arranging payment to outside vendors Student Services/Contacts Screens and prioritizes incoming calls.

Responds to inquiries. Provides information via phone, e-mail, mail, etc including basic interpretation of policies and procedures. Researches information to resolve problems or issues May represent supervisor in routine/standard situations with various levels of personnel both internally & externally. Provide front desk services including answer telephone/voice mail, answer questions, schedule appointments, direct and control traffic entering Student Services, primarily for our international students/programs.

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. Creates and compiles student surveys, tracks and report issues/student satisfaction.

Supervision Coordinates work of temporary/work-study students, research/clerical assts, interns, etc. Supervises temporary student workers to assist with events and programs for international students. Miscellaneous Performs other duties as assigned.

Minimum Qualifications

A high school diploma or equivalent required. 4 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. Cross-cultural sensitivity and ability to interact effectively with international students required.

Preferred Qualifications

College degree highly desirable, experience with semester or summer study abroad or internship abroad preferred. Preferred Competencies: (Skills, knowledge, and abilities) Proficiency with Excel, Power Point, and Access highly desirable, fluency in a second language and experience living or working abroad highly desirable.

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 .