Department: University Registrar
Salary/Grade: NEX/11

 

Job Summary:

Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

The Program Assistant 3 position exists to processes class and room scheduling information, provide registration and scheduling services, support CAESAR self-service functions for the entire NU Community, and develop and lead training courses tailored to all Enrollment/Scheduling systems. The position also manages the electronic course catalogs, programming new offerings and evaluating old, and communicating with academic departments and deans on curriculum revisions to ensure compliance with all Registrar and University policies.

Specific Responsibilities:

Documents & Databases:

�         Independently responds to and composes correspondence. 

�         Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.

�         Coordinates and directs the programming of all course data into the electronic course catalog system. Makes independent decisions on retention and maintains an audit of all course changes annually.

�         Advises deans offices and school curriculum committees on registrar policy and executes independent decisions on course structure.

�         Regularly communicates course programming changes with degree audit team.

�         Consolidates special room requests and assists in pre-assignment of classrooms. Executes judgment on validity of exceptions and communicates with departments on status of requests.

�         Programs the final exam scheduling process and coordinates the resolution of final exam scheduling conflicts to ensure data integrity.

�         Works with instructors and departments to facilitate classroom assignments.

�         Participates in system testing for updates, modifications, and fixes.

Coordination:

�         Organizes and coordinates events which may include creating timelines.

�         Maintains a series of trainings in all Enrollment/Scheduling systems for 150+ departments. Creates content, solicits feedback, coordinates participation and timelines, and updates user guides accordingly. Makes recommendations on process changes to management staff.

Student Services:

�         Reviews administrative processes and procedures regarding student services and recommends changes.

�         Supports all CAESAR users (faculty, staff, students and advisors) via the CAESAR support hotline, in person, student information sessions, and via email.

�         Processes quarterly class scheduling information from academic departments.

�         Part of a team of program assistants that rotates coverage of the Registrars Office front desk/reception during certain times.

�         Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

�         A high school diploma or equivalent required.

�         4 years of administrative support or other relevant experience required.

Minimum Competencies:

�         Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

�         Bachelor's degree or the equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

�         Demonstrated proficiency with Excel and comfort with daily use of other computer applications.

�         Excellent oral and written communication skills.

Preferred Competencies: (Skills, knowledge, and abilities)

�         Previous experience with Campus Solutions 9.0 (Oracle/PeopleSoft), 25Live software, and/or Course Leaf Section Scheduler.

�         Previous course programming experience in a complex integrated university system.

�         Experience in the areas of class scheduling, registration, and course maintenance.

�         Works well in a team environment.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 lifes 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 youre 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness.

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.

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