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.
The Program Assistant 2 Coordinates administrative processes related to the conduct of Biomedical Engineering 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 and enters into CLSS.
Documents & Databases
Proofs for spelling & grammar.
Enters information into spreadsheets &/or databases.
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Prepares letters, mailings, and other correspondence
Processes and maintains pertinent records and files (admissions and offers)
Manages all forms required – change of grade, add/drop, advisor list and materials for Undergraduate and Graduate programs.
Coordinates content maintenance of student-related web pages and updates information.
In cooperation with the Director of Graduate Studies (DGS) and Assistant Chair, coordinates administrative processes associated with Biomedical Engineering graduate programs and student services, such as recruitment, admissions, applications, registration, reservations, service communications, and graduation using systems such as SES, CollegeNet and GSTS systems.
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
Work with Assistant Chair on course offerings, course registrations, course cancellation, faculty teaching assignments and in identifying adjunct teaching needs.
Aggregates course offerings and scheduling from areas with the department
Coordinates class scheduling requirements.
Monitors class enrollment, class scheduling/conflicts; advance registrations, etc.
Monitor textbooks requirements and order textbooks each quarter
Assists in Graduate Program Review.
Track and manage Responsible Conduct of Research (RCR) compliance
Assist faculty and DGS to track and manage graduate student progress with Graduate Student Tracking System (GSTS)
Provides information via phone, e-mail, mail, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Responds to inquiries from prospective students, students, staff, faculty, or the public about program requirements.
Acts as liaison with McCormick, Registrar/Graduate School and Faculty
Reviews student files/records for academic progress & referral.
Interprets existing policies & procedures; etc.
Prepare offer letters to prospective students.
Assist new students with queries re: WildCard, Computer Access, Class registration, International Office.
Counsel current students regarding TGS requirements for degree conferrals using GSTS.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, presentation, 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.
A high school diploma or its equivalent along with 4 years of administrative support experience
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
Preferred Competencies: (Skills, knowledge, and abilities)
Experience with university administrative systems.
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: 40699
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.