The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community. The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
Job Summary: The undergraduate program assistant for the Department of Psychology and Cognitive Science Program provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor's &/or dept. calendar. This position is a welcoming presence to the general public and provides reliable information to visitors regarding department activities, facilities and resources.
Working Conditions: Must have computer and internet connection available on work from home days during COVID-19 pandemic. Required to work on campus certain days of the week using supplied PPE.
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Completes routine payroll actions.
Maintains inventory & orders supplies as needed.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Coordinates undergraduate student advising appointments with department advisors.
Coordinates registration & travel.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Orders and distributes parking passes.
Operates department scantron machine.
Provides information via phone, e-mail, mail, Zoom or Microsoft Teams etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Contacts repair personnel as requested for copy machine, lab equipment, mail delivery.
Initiates facilities management requests regarding building issues and key requests.
Tracks and distributes key requests and troubleshoot issues.
Opens office promptly at 8:30 am and maintains the general office appearance, updates department bulletin boards and Canvas.
Provides information on courses, general requirements & policies/procedures to undergraduate students.
Advises students of major/minor requirements.
Reviews and processes all required forms for completeness, etc.
Updates major and minor spreadsheets.
Issues permission numbers and monitors waitlists.
Updates and distributes “Swift Thinking” quarterly undergraduate newsletter using Canvas.
Communicates with Registrar as necessary.
Assists in preparation of class materials.
Assists with coordination of the psychology and cognitive science program honors program.
Assists Director of Undergraduate Studies, Assistant Chair and Director of Cognitive Science Program with all undergraduate student matters.
Reviews student files/records for academic progress & referral.
Interprets existing policies & procedures; etc.
Coordinates work of temporary/work-study students, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 2 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent customer services skills; better than average oral and written communication skills; comfortable with scheduling software; self-starter as necessary. Strong Excel and Outlook experience.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 39204
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.