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The Program Assistant 4 position in the Neurobiology Department in the Weinberg College of Arts & Sciences coordinates a broad variety of administrative processes for programs, seminars, and activities including student and faculty databases, budgets, marketing, communications and management of Master’s of Science program and overseeing the dept's calendars and events. This position reviews administrative work procedures, policies and operational methods; identifies and documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing and audit mechanisms; financial and performance metrics reporting; and regulatory & compliance systems.
Documents & Databases
Creates and maintains complex spreadsheets and/or databases and/or reports, queries, charts, etc. based on supervisor and chair of dept's needs and objectives.
Prepares and assembles department materials for guests and visitors.
Manages, prepares and oversees promotion and tenure application and reappointment process materials.
Primary administrative contact for Faculty Search including placement of ads, the application system, fielding questions from applicants on their materials, and providing logistical support for faculty search committtees.
Arranges logistics, itineraries, catering, dinners, hotel, etc., for candidate search candidate and seminar speaker. Works with faculty, Chair, other depts./schools, and Faculty Search Committee on all logistics for visitors and guests.
Updates and coordinates faculty onboarding documents in conjuction with Program Assistant 2 and Assistant Chair.
Collects and manages the Faculty CV and Vita supplement process, as well as the Teaching allocations and schedule for faculty and teaching schedules for each academic year.
Manages and facilitates confidential and critical information on faculty search and appointments.
Proofreads workflow and materials for Program Assistant 2 upon request; assists PA2 with communication for dept directory, reappointments, new faculty hires, etc.
Ensures proper maintenance of website and/or blog content; confirms content is fresh, updated, and appropriatae for targeted audience(s).
Provides the appropriate content, organization and flow of information in ways that promotes and encourages use of site.
Feeds and gathers information for Program Assistant 2 regarding programs, events, awards/honors, publications, etc., for fresh content rotation, accuracy and promotion.
Assists, edits, proofreads, and may create content for articles, newsletters, program summaries for uploading on website and social media, etc.
May create and/or update news on special events and/or department (faculty) news on social media sites.
Serves as the back-up owner to website (to primary Program Assitant 2) and all dept electronic marketing tools, and works diligently to promote faculty and dept activity.
Oversees payment of invoices/expenses, tracks spending and expense reports and ensures reimbursement for seminars, guests and events. Additionally, tracks and analyzes spending on events, seminars, faculty searches and Masters Program.
Identifies continuous process improvement opportunities.
Verifies that charges are accurate & posted to the appropriate account.
Identifies continuous process improvement opportunities.
Creates, designs and markets events, awards, publications and department activity to various internal and external audiences.
Assists with the creation and design of a dept brochures, flyers, PPT presentations and assists with the development of material for personnel in Alumni Relations/Development and Weinberg.
Back-up manager on dept social media accounts (Twitter, LinkedIn, Facebook) which includes use of photography at events; assists with drafting marketing/development items for presentation and circulation.
Assists with the Annual Report and Program Review process.
Under the guidance of the Assistant Chair, manages the academic teaching schedule for the
department, which includes managing deadlines with Dean’s office and calendar; ensuring accuracy of courses, sections, descriptions (including courses Neuroscience in program).
Serves as the back-up for coordinating chair’s travel arrangements and Dept Chair’s admin requests if PA2 is unavailable (PPTs, schedule, lab meetings, letters, etc) or as needed.
Provides general administration to the faculty in the department, including arranging travel and hotel for postdoc visits.
Manages complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
Manages seminar schedule; arranges IT for seminars and for Promotion & Tenure candidates, for faculty search candidates, and other visitors upon request.
Under the guidance of Assistant Chair, coordinates material for faculty tenure and promotion candidate binders, including external letters, department letter, collecting relevant material from P&T faculty candidate, etc.
Sets-up and/or cancels meetings based on knowledge of subject and attendees.
Ensures of continuous front desk/office coverage for the department, including greeting visitors, ordering refreshments for special guests/meetings, back-up for coffee service, etc.
Serves as back-up to approve room reservations when PA2 is unavailable.
May represents the dept, program or project both internally and externally; managing and facilitating confidential and/or critical information with various levels of personnel.
May represent the Assistant Chair at meetings when they are unable to attend due to conflict of schedule, etc.
Responds to unanticipated and complex FM emergencies or urgent issues if Assistant Chair
and Program Assistant 2 are not present.
Student Services/Masters Program
Serves as the primary point of contact for the department’s MS program, which includes providing support to the faculty admissions committee, the faculty directors, Assistant Chair and MS students, as directed.
Prepares quarterly meeting schedule, material for MS meetings, orientation, marketing the program, representing the MS program at events/receptions and remaining current on training with the The Graduate Student database and recruitment/admission systems.
Chief liaison to The Graduate School’s policies, procedures, program review process and prepares materials for meetings upon request.
Directs Program Assistant 2 on updates for the MS web pages, including orientation material, admissions, FAQ’s, courses and schedules, etc.
Registers students in SES system, assists with informing students of MS degree requirements. 6. Reviews student files/records for academic progress and referral. Prepares and interprets
existing policies & procedures; research trends, compiles charts, tables, statistics, etc.
Applies knowledge of federal & state regulations; assists with VISA information and material.
In consultation with Assistant Chair, prepares quarterly tuition information to The Graduate School and updates Masters Handbook as appropriate.
Coordinates the work flow and schedule of work-study students.
Performs other duties as assigned.
Strong marketing, events and communications background, including proficiency with
5-7 years administrative work experience, running programs and/or seminars; preferably in a non- profit environment.
Advanced knowledge of word processings, spreadsheet, Microsoft Word, Excel and PPT. As well as website experience, including updating tools such as Contribute.
Highly developed communiciation skills, both written and verbal.
Experience with deadlines; the ability to multi-task and work well under pressure.
Ability to create budget spreadsheets and track expenses of programs and events.
Comfortable working in a fast-paced environment.
Minimum Competencies: (Skills, knowledge, and abilities.)
Superior interpersonal and communication skills. Previous experience in customer service, and comfortable with speaking with the public.
Ability to learn new technologies and systems quickly.
Self-starter with comfort in taking initiative when needed.
Experience in higher education environment.
Successful completion of a 4-year degree from an accredited college or university, leading to a bachelor’s degree or higher; or appropriate combination of education and experience.
Advanced knowledge of communication and marketing; relationship management and project management.
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.
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