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Administrative Coordinator for Medill Programs
2 months ago
Salary/Grade: NEX/11
Northwestern University Medill School of Journalism, Media, Integrated Marketing Communications stands as a pioneer in education and research. As the media landscape undergoes significant transformation, Medill remains at the cutting edge of innovation. Our distinguished teaching and thought leadership emphasize both timeless skills and values alongside emerging techniques and technologies that are reshaping storytelling and consumption in the digital age. Celebrating a century of excellence in 2021, our legacy in journalism and IMC is unmatched.
Medill provides undergraduate and graduate programs in journalism, as well as an undergraduate certificate and graduate degree in integrated marketing communications. The Medill community is close-knit and supportive, comprising 100 faculty, 60 staff, 1,200 students, and 18,000 alumni. The diversity within the Medill community has been a catalyst for innovation, excellence, and leadership throughout our history. Today, Medill is committed to fostering an inclusive environment and ensuring equitable opportunities in research, teaching, administration, and student services. We strive to welcome individuals from diverse backgrounds and support their success at Medill.
Job Summary:
The Program Assistant 3 for Medill is responsible for coordinating administrative processes, prioritizing tasks, and resolving business operations to support the school's commitment to operational excellence.
This role encompasses a wide range of administrative support functions as Medill's Program Assistant on Assignment, serving various departments and programs across the school as needed, along with providing assistance to the Medill Dean's Office. Building collaborative relationships within the Medill Dean's Office and across faculty and staff is essential.
Key Responsibilities:
Document Management:
- Independently manage correspondence and documentation.
- Develop and maintain standard spreadsheets and databases.
- Generate reports, statistics, and charts based on compiled information.
- Analyze data for trends and insights.
- Oversee the upkeep of websites and blogs.
- Create and update web pages using content management systems.
- Maintain financial records and prepare necessary forms.
- Process and reconcile expenses and accounting transfers.
- Update financial transaction records and generate summary reports.
- Facilitate new employee orientation and resolve HR processing issues.
- Provide guidance on HR procedures.
- Manage departmental calendars and coordinate travel arrangements.
- Organize events, including timeline creation and agenda preparation.
- Verify invoices and reconcile expenses to budget.
- Address inquiries and provide basic policy interpretations.
- Research and resolve issues as they arise.
- Provide administrative support for student services, including recruitment and admissions.
- Review and recommend changes to administrative processes related to student services.
- Oversee the work of temporary and work-study students.
- Collaborate with colleagues to advance Medill's strategic goals.
- Perform additional duties as assigned.
- High school diploma or equivalent required.
- 4 years of relevant administrative support experience required.
- Proficient in word processing, spreadsheet, email, and database software.
- Bachelor's degree or equivalent relevant experience.
- Experience in a university setting and/or customer service.
- Familiarity with PeopleSoft, Cascade, Cognos, and/or Excel.
- Strong multi-tasking and prioritization skills.
- Attention to detail and accuracy.
- Adaptability and flexibility in a dynamic environment.
- Excellent written and verbal communication skills.
- Customer service-oriented with strong organizational abilities.
Northwestern offers competitive health care plans, retirement benefits, tuition discounts, and more.
Work-Life and Wellness:
Comprehensive programs and services are available to support employees and their families in maintaining healthy lifestyles.
Professional Growth & Development:
Northwestern encourages employee career development and offers various resources for professional growth.
