Program Assistant 2

Program Assistant 2

Northwestern University’s School of Education and Social Policy seeks a Program Assistant 2 who is highly motivated, energetic, organized, with attention to detail and enthusiasm to learn.  The Program Assistant will work to support the Northwestern University/Evanston Township High School (ETHS) partnership and other Evanston-based initiatives including Northwestern Academy-ETHS, Community Scholars, the Northwestern-Evanston Education Research Alliance (NEERA), and the Northwestern-D65 partnership office. The Program Assistant will work out of the Northwestern/ETHS Partnership Office located at ETHS and support school-based and campus activities between the Evanston school districts and community partners, with time also spent on the Evanston campus working with the OCEP administrative team. The Program Assistant will coordinate and support a broad variety of program activities and perform administrative duties. These include tracking data and assisting with program reporting; processing financials and monthly review and reporting on budget; communications, particularly website updates and social media; management of calendars; and event planning. The Program Assistant represents the University and partnership program with various levels of personnel at school, university, and community partners, managing and facilitating confidential and/or critical information. The Program Assistant maintains professionalism and excellent customer service to all stakeholders

The mission of the Northwestern-ETHS Partnership Office is to connect resources between Northwestern and our partners schools and school districts and community organizations to enhance the educational experience of students on both campuses.

Please note: There will be occasional off hours that require some flexibility. The position is based part-time at Evanston Township High School and part-time on Northwestern’s Evanston Campus.

Successful applicants will need to submit to a criminal background check for Northwestern University and a FBI fingerprint background check for ETHS and D65 prior to employment.

Specific Responsibilities:

Documents & Databases

  • Enters information into spreadsheets &/or databases.
  • Compiles routine reports, statistics, tables, charts, etc. from readily available information.
  • Creates and maintains program tracking documents and keeps them up to date including spreadsheets and/or databases as well as other tracking documents.
  • Tracks program activities – when and what – as well as program participants
  • Summarize and maintain program evaluation data
  • Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
  • Assists with development of program reports and summary documents
  • Provides basic interpretation of policies and procedures. 

Accounting

  • Verifies income &/or expense.
  • Enters, tracks, & maintains documentation & logs of financial transactions.
  • Ensures that charges have posted to appropriate accounts. 
  • Prepares budget reports & spreadsheets. 

Processes payments for partnership office expenses, preparing forms and invoices, processing and tracking through Northwestern systems.

  • Creates and maintains financial records, including program budgets and financial reporting and transaction spreadsheets and databases.
  • Verifies appropriateness and accuracy of charges.

Coordination

  • Coordinates supervisor's &/or program calendar.
  • Coordinates registration & travel, domestic and/or international 
  • Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments. 
  • Ensures that all event/meeting logistics including advertising, registration, travel arrangements, venues, catering, supplies and materials, technology, etc. have been completed
  • Manages complex scheduling arrangements involving multiple parties.
  • Collects agenda items and background materials.
  • Creates registrant and participant profiles.

Contacts

  • Provides information via phone, e-mail, mail, etc. 
  • Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
  • Independently responds to and composes correspondence.
  • Answers inquiries from diverse stakeholders via email and phone, and on-site at ETHS and Northwestern
  • Assists with the preparation, compilation, and dissemination of program communication and correspondence, reports, marketing materials, newsletters, program summaries, etc.
  • Maintains websites and/or blogs.
  • Creates new web pages and/or updates standard information/data within the application’s content management program.
  • Disseminates information through social media, web, and PR contacts.
  • Researches information to resolve problems or issues.

Student Services

  • Interprets existing policies & procedures; etc.

Supervision

  • Coordinates work of receptionists, program assts, temporary/work-study students, etc.

Miscellaneous

  • Performs other duties as assigned.

Questions?

For consideration, current employees must submit an online application. For specific questions about this position, current employees may contact Andrea Chowallur at andrea.chowallur@northwestern.edu. External candidates should be directed to apply via Northwestern’s career site at careers.northwestern.edu

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