This role coordinates a broad variety of administrative processes and activities such as database, and budgets; communications including website design; and management of supervisor(s) and/or department’s multiple calendars and events. Reviews administrative work procedures, policies and operational methods; identifies and documents as applicable; best practices; appropriate filing and audit mechanisms; financial reporting; and regulatory and compliance systems.
The International and Areas Studies Program (IAS) supports the administration of three Weinberg Programs that include the International Studies, Asian Studies, and Latin American and Caribbean Studies programs. The IAS Program Assistant works with the Asst. Director of these programs to provide general office management and administrative support for curricular development, program events and student advising.
The primary duties of this position involve event coordination including room reservations, creating catering orders, preparing marketing materials in a timely fashion, reserving flight and hotel reservations, setting up meetings and dinners with key faculty and students. This position is in charge of visitor payments, general office purchasing, internal transfers and monitoring of payment transactions. The Program Assistant is responsible for monitoring the departmental email accounts for all three programs. The Program Assistant also provides basic advising resources to students interested in declaring a major/minor in Asian Studies, International Studies or Latin American and Caribbean Studies. Collaborates with Asst. Director and Program Directors to compile quarterly University-wide course offering guides for majors/minors in the programs.
Documents & Databases
Independently responds to and composes correspondence.
Creates and maintains standard spreadsheets and/or databases.
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
Determines format, elements, trends, etc.
Maintains websites and/or blogs.
Creates new web pages and/or updates standard information/data within the application’s content management program.
Oversees maintenance of 3 websites &/or listserv content ensuring ease & practicality of use for targeted audience & objective.
Organizes information in ways that promotes & encourages use of sites.
Gathers information regarding programs, events, etc.
Updates departmental social media sites with current news/events.
Timely and accurate update of online calendaring system feeding into departmental websites.
Approves appropriate expenses, purchases and reimbursements per budget.
Creates and maintains financial records.
Verifies appropriateness and accuracy of charges.
Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
Updates financial transaction spreadsheets and databases.
Preferred Competencies: (Skills, knowledge, and abilities)
Strong interpersonal, communication, and organizational skills.
Ability to interact well with students and faculty members.
Strong ability to adapt and learn on the job.
Writes precise, wellorganized emails, letters and proposals while using appropriate vocabulary and grammar.
Ability to handle confidential information appropriately and to use good judgment in making decisions.
Ability to prioritize among multiple deadlines and projects simultaneously. Ability to work effectively and make nuanced judgments in a fastpaced.
Strong skills in written and verbal communications Ability to analyze and synthesize data Excellent attention to detail.
Ability to work occasional evenings.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 33776
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.