Program Assistant

Program Assistant 3

A fast-growing department within Weinberg College, Northwestern's Department of Statistics and Data Science seeks a highly organized, detail oriented, approachable administrative professional to help support the educational experience of its undergraduate majors and minors. The Program Assistant 3 supports the Directors of Undergraduate Study and the Data Science Advisor, manages the plans and class enrollments of the majors and minors, and serves as the primary contact for undergraduate students.

This is a full-time position at 37.5 hours per week that is eligible for some remote work and more information will be discussed during the interview. The target hiring range for this position will be between $21.00 -$26.00 per hour which is $41,107 - $50,895 per year. 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.

Specific Responsibilities:

• Class Management: manages the assignment of the majors and minors to required courses. Maintains declared students' approved course plans and plans of study. Manages change requests and wait lists. Manages class enrollment assignments and records to ensure correct students receive required enrollment and permission number information for quarterly registration.
• Support of Directors of Undergraduate Studies and Advisor: supports the department's two Directors of Undergraduate Study and the Advisor for Data Science in their service of department majors and minors including assisting with basic advising for general/common questions; routing inquires and concerns to correct advisor; providing correct scheduling links for the correct director of undergraduate studies or advisor at appropriate times;
  
  running reports; and timely response to director and advisor inquires.
• Declaration Processing: manages all steps of the declaration process for the Data Science major and minor including timely communication of steps to students; assigning declaring students to tracks and course sequence years; advising appointment document preparation; recording approved plans; submitting signed declaration forms; and tracking the processing of forms.
• Data Management and Progress Tracking: accurately maintains detailed records for all declared students; tracking of the progress of the department's 800+ majors and minors; providing and effectively communicating comprehensive data from department records and university sources in response to Director, Advisor, Business Coordinator, and Department Chair inquires.
• Interest List Management: creates and manages student interest lists and communicates important information to students on these lists.
• Undergraduate Events: manages all event logistics including creating and disseminating schedules and itineraries; arranging catering; preparing materials; making travel arrangements; serving as a resource to invited visitors; reserving venues; and staffing events.
• Website and Social Media:
  Assists department Business Coordinator with website management. Creates content for department news stories and social media posts. Supervises student employees assisting with website and social media content.
• 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.) Strong computer skills including an intermediate knowledge of word processing, spreadsheet, email, and database software programs. High level of attention to detail. Resourcefulness. Initiative. Excellent organizational and time management skills including meeting deadlines while balancing multiple responsibilities and competing priorities. Ability to work independently as well as part of a team. Ability to establish and maintain positive effective working relationships students, staff, and faculty.

Preferred Qualifications:

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience. Previous higher education experience. Familiarity with Smartsheet, CAESAR, SES, CLSS, NUFinancials, and Cascade. Advanced knowledge of word processing, spreadsheet, email, and database software programs, especially with Microsoft Word, Excel, Outlook, design programs, etc.

Ability to accurately maintain detailed plans with complex interactions. Experience in creating flyers, brochures, newsletters, etc. Experience with creating professional website and social media content.

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;…