Department: Educ MS in Higher Ed
Salary/Grade: NEX/11
Job Summary
The Program Assistant (PA) 3 supports the SESP Master’s and Professional programs in the implementation of a comprehensive student advising and career services program, as well as other shared services areas as needed. The PA is an integral part of the Student Services and Advising Team and thus contributes to the management of the full graduate student lifecycle, starting with a student’s commitment to attend SESP master’s and professional programs and continuing through onboarding, orientation, registration, ongoing engagement, career development and search, and graduation. The PA assists the director with office and budget management, student records, surveys, and reporting.
Specific Responsibilities
Office And Budget Management
- Serves as first point of contact for the office, staffs office front desk, manages department role-based email account(s), answers office phone, etc. Provides administrative support, including scheduling meetings, managing the director’s and department calendar, preparing materials, maintaining office records, and supporting follow-up actions.
- Manages department office supplies, SWAG, operations, technology (copier, laptops, etc.), files, etc. Interfaces with SESP partner offices (Deans Office, MarCom, Budget, H.R., etc.) as needed.
- Supports in budget preparation, maintenance, journal transfers, tracking expenditures and revenues, managing the departmental P-card, reporting, etc. Ensures compliance with institutional financial policies and timely and accurate documentation.
- Review processes and recommends changes to incorporate state-of-the-art technology, as appropriate, into administrative, programming, student advising, career services, etc. Serves as office liaison to IT (SESP and Northwestern) to ensure technology systems are properly installed and maintained.
- Works in tandem with the Director of Student Services to support collaboration with other departments in SESP-GS: Master’s Program Leads (academic programs); Admissions (information sessions, transition of committed student records, etc.), Marketing and Communication (social media, calendar, photos), Course Management and Instructional Services (communicating course enrollment #s) and with SESP Undergraduate Student Affairs. During peak admissions months (typically December 1 to May 1), the PA will work 20% time supporting the Admissions and Recruitment Team with application processing and applicant correspondence.
Communication And Events
- With guidance from the appropriate team member, creates and distributes messaging (print and electronic) to SESP-GS students, alumni, and faculty. Maintains distributions lists.
- Develops, produces, and evaluates department weekly student e-newsletter (academic updates, co-curricular programming, internship opportunities, career workshops, university announcement, local events, etc.).
- Serves as department point person - in collaboration with SESP Marketing/Communications department – to develop and implement photo strategy, file system, and maintenance.
- Serves as the lead events coordinator for student engagement initiatives, including orientation programming, community-building, co-curricular and career services programming, non-classroom lectures, trainings, workshops, conferences, etc. Plans and implements events: reserves rooms and facilities, event budgets, food, accommodations, travel, technology, event materials, etc. Post open events on Northwestern’s Calendar (Planit Purple). Conducts post-event evaluation and write-up to provide input for Director of Student Services and team to evaluate events. Collaborates with the SESP Events Coordinator as needed on larger SESP-wide events, which involve SESP master’s students.
- Serves on SESP convocation (i.e. graduation) core planning committee to assist in planning, implementing, and evaluating Convocation. In tandem with Director and the MS in Social and Economic Policy (MSSEP) program lead, plans and implements MSSEP program mid-year graduation.
Student Resources, Academic And Career Support
- Works with Director and student services team to build effective relationships with Northwestern partner offices that support SESP graduate students: Office of International Student and Scholar Support, Graduate Financial Aid, Student Employment, Health Services, Accessible NU, Dean of Students, Northwestern Career Advancement, etc.
- Assists with maintenance of the SESP Graduate Student Handbook and other student resources (electronic and print) related to academic support and success, career development, applied components (internships, teacher education practicums and student teaching), Northwestern, and external resources. Research and recommend best practices to ensure continuous improvement.
- Assists with maintenance of SESP graduate related departmental and academic program Canvas sites. Research and recommend best practices to ensure continuous improvement.
Records (Academic And Other)
- Works with the Recruitment & Admissions team to ensure a smooth transition of student records from admitted students to students who have committed to attending SESP.
- Maintain accurate records and ensure alignment with SESP-GS, Northwestern, and governmental policies.
- Uses Northwestern’s SES/CAESAR to assist advising team with registration logistics, issue permission numbers for graduate courses, run registration and enrollment reports, resolve registration-related issues, degree audits, application for degrees, etc.
- Updates records (student, alumni, community partners – internships, student teaching) in Salesforce and other related platforms.
Research And Reporting
- Assists the Director with surveys, research, and reporting efforts across the student life cycle (enrollment, academic probation, graduation, career placement/outcomes, etc.) to respond to SESP, Northwestern, and governmental queries.
- Assists with research efforts for ‘best practices’, ‘competitor’, and ‘professional associations’ to support continuous improvement of the SESP-GS student experience improvement.
Miscellaneous
Perform other duties as assigned
Minimum Qualifications
- HS diploma or equivalent required.
- 4 years' administrative support or other relevant experience required.
Preferred Qualifications
- Experience working with graduate students and within a School of Education, Policy, or related discipline. Familiarity with student services and career development. Strong experience with Microsoft Office, working knowledge of Salesforce, Canvas, Smartsheet, and Qualtrics a plus.
Work Hours
- The PA works in-person in the office four (4) days per week (M, Tu, Wed, and Thurs) and remotely on Friday (total of 37.5 hours per week). Set schedule to be finalized with manager. Occasional weeknight and weekend hours (to support events) may be required.
Work Needs
- The PA must be able to lift at least 20 pounds.
Target hiring range for this position will be between $48,000 -$52,00 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
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; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html 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 https://www.northwestern.edu/hr/benefits/work-life/index.html 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 https://www.northwestern.edu/hr/learning/index.html to learn more .
Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process .