Program Assistant

Position: Program Assistant 3
Department:
Law Administration

Salary/Grade: NEX/11

Job Summary:

Provides primary Facilities Department customer service and transactional support for the Northwestern Pritzker School of Law community. Serves as receptionist for the Facilities and Audio Visual Department. Provides high-level administrative support to the Assistant Dean of Facilities and Information Technology. Serves as primary contact for all Law School space reservation/rental requests. Administers/programs event-related data in Event Management Systems (EMS) database. Assists with Facilities Department financial responsibilities in coordination with Associate Director of Facilities, Facilities Operations Manager and Financial Assistant.

Responsible for content maintenance of Facilities Department webpage. Coordinates administrative processes which may include the following: creating and maintaining spreadsheets and databases, compiling and preparing reports, tables, charts, presentation software, basic bookkeeping, screening and directing calls and visitors; preparing agendas; making arrangements including travel, etc. for meetings and special events; managing supervisors' and departmental calendars.

Specific Responsibilities:

Facilities Department Support

* Provides Facilities Department customer service and transactional support for the Pritzker School of Law community: responds to walk-ins, telephone and email inquiries/requests; serves as primary contact for all general maintenance needs; responds to A/V hotline calls and dispatches technician support; serves as liaison between law school community (faculty, staff and students), central Facilities Management, and various trade groups.

* Maintains and updates room key inventory and provides building access (Wildcard) programming support.

* Serves as initial contact for all law school space reservation/rental requests from internal, university and external clients: coordinates events; reserves space; arranges for routine materials, technology and refreshments in coordination with staff, trade shops and vendors; provides cost estimates, contracts and invoices.

* Administers/programs event-related data in Event Management Systems (EMS) database; arranges and conducts facilities tours with potential space rental clients.

* Aids Special Events Manager and Facilities Operations Manager with all space reservation/rental requests and follow-up; runs reports to review space utilization.

* Provides high-level administrative support to the Assistant Dean of Facilities and Information Technology.

* Coordinates supervisors' and department's complex activities and calendars including conference registrations and travel arrangements.

Facilities Operations

* Serves as first point of contact in Facilities and Audio Visual departments; assists walk-ins and answers main phone line; assists with copy and mail service inquiries; opens and sorts mail; provides photocopy, scan, and fax support; orders office supplies and maintains office supply inventory, etc.

* Responsible for responding to inquiries, provide basic interpretation of policies and procedures, researches information to resolve problems

* Responds to visitor parking and access needs.

* Prepares documents; proofs for spelling and grammar; enters tracking information into spreadsheets and/or databases; compiles routine reports, statistics, tables, charts, etc. from readily available information.

* Organizes seasonal Facilities/AV team outings, scheduling time in Outlook, reserving space, in coordination with Special Events Manager.

Finance and Budget Support

* Assists with Facilities Department financial responsibilities in coordination with Associate Director of Facilities, Facilities Operations Manager and Financial Assistant.

* Processes expense reports, accounts payable and/or receivables; verifies income and/or expenses; resolves discrepancies and over/under budget problems, etc.

* Assists with reconciliation of accounts, reviewing budget statements, investigating and resolving discrepancies and preparing budget reports and spreadsheets.

Website Support

* Coordinates content maintenance of Facilities Department webpage: plans, composes and posts…