Student Program Assistant

Department: MCC Electrical & Computer Eng

Salary/Grade: NEX/12

Target hiring range for this position will be between $21.48 - $27.00 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 a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept s multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable:
Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Program Assistant 4, Student Program Assistant, coordinates academic and administrative processes related to the conduct of Electrical & Computer Engineering (ECE) graduate programs and student services. Guides students through admissions process; advise students of program requirements; maintain student records; coordinate events; coordinates content maintenance of web pages and databases.

Supports the Graduate and Undergraduate Chairs and programs, which includes classroom requests, distribution of permission numbers, and tracking student milestones while at the university. Works with faculty members to determine course schedules.

Specific Responsibilities:

• Documents & Databases
• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor s information objectives.
• Prepares letters, mailings, and other correspondence
• Processes and maintains pertinent records and files (admissions and offers)
• Creates admission year s orientation notebook.
• Manages all forms required - change of grade, add/drop, advisor list and materials for two Undergraduate and Graduate programs.

Coordination

• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.
• Responds to inquiries from prospective students, students, staff, faculty, or the public about program requirements.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent organization skills; able to work independently with minimal supervision; results-oriented.
• Ability to complete a multitude of simultaneous tasks and keep them organized.
• Outstanding communication skills and dedication to great customer service.
• Ability to identify opportunities to improve existing practices; willingness to explore alternatives; adaptability.
• Strong interpersonal skills and strong sense of diplomacy.
• Service oriented
• Proactive
• Responsible

Preferred Qualifications: (Education and experience)

• Bachelor s Degree
• Strong computer skills:
  Excel, word processing, google documents, and presentations.
• Ability to troubleshoot, problem solve, multitask and prioritize work assignments.
• Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
• Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative.
• Comfortable working in a fast-paced work environment.
• Experience in higher education setting working with high-achievers
• Project management experience in a non-profit or higher education setting
• Experience coordinating special events

Preferred

Competencies:

(Skills, knowledge, and abilities)

• Experience with university administrative systems.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will…