Student Program Assistant 4

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.
• In cooperation with the DGS and Assistant Chair, coordinates administrative processes associated with Electrical & Computer Engineering graduate programs and student services, such as recruitment, admissions, applications, registration, reservations, service communications, and graduation using the Graduate Admissions Tracking System (GATS)
• Tracks plan of study, completion of degree requirements, committee meetings, qualifiers and thesis.
• Provides student status update to DGS and Assistant Chair.
• Enters final approval for degree in SES.
• Attends meetings as program representative
• Coordinates faculty group meetings to determine financial offers to prospective students.
• Assists faculty in the nominations to International Summer Institute.
• Assists in determining quarterly Graduate Assistants assuring completion of Versant test and CTECH scores as appropriate
• Works with Associate Chair on course offerings, course registrations, course cancellation, faculty teaching assignments and in identifying adjunct teaching needs.
• Collects course offerings and scheduling from areas with the department
• Coordinates all McCormick class scheduling requirements in CLSS.
• Monitors class enrollment, class scheduling/conflicts; advance registrations, etc.
• Monitor textbooks requirements and order textbooks each quarter
• Assists in ABET accreditation for CEE; Graduate Program Review.
• Assist faculty and DGS to track and manage graduate student progress with Graduate Student Tracking System (GSTS)

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
• Performs other duties as assigned.
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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
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Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with university administrative systems.

Target hiring range for this position will be between $21.48 – $30.21 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. 

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more Visit us at to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at  to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at  to learn more .

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply.