Program Assistant 3 (part-time)

Northwestern University; Evanston (IL); On-site; USD 31,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Dental & vision insurance

Tuition benefits

Paid time off

Job summary

Northwestern University is seeking a Program Assistant (50%, 18.75 hours/week) to support the Office of Community Education Partnerships in the School of Education and Social Policy. You will manage financial transactions, track budgets, and support events and communications for community partners and NU staff and students.

The role requires initiative, strong communication, and the ability to balance independent work with team collaboration in a dynamic university setting.

Qualifications

• A high school diploma or equivalent.
• 4 years of administrative support or related experience.
• Strong written and verbal communication.
• Excellent time management and attention to detail.
• Ability to collaborate with diverse stakeholders.

Responsibilities

• Manage all OCEP financial transactions and accounting.
• Create and maintain financial records and year-end budget reports.
• Use the NU financial system to process payments, reimbursements, stipends, co-card payments, and team accounts.
• Organize and order supplies, catering, branded merch, travel, and other event needs.
• Support OCEP events, including partnership activity with local school districts.
• Coordinate logistics for OCEP team events including scheduling, room reservations, catering, supplies.
• Assist with program communication and website/social updates.
• Performs other duties as assigned.

Skills

Initiative

Communication

Interpersonal skills

Time management

Multitasking

Collaboration

Microsoft Office

Google Drive

Education

High school diploma or equivalent

Tools

NUFinancials

Microsoft Office

Google Drive

SharePoint

Job description

Job ID: 54515

Location: Evanston, Illinois

Department: Education & Social Policy Salary/Grade: NEX/11 Target hiring range for this position will be between $22.50 - $24.55 per hour. Offered hourly range will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

The Program Assistant (50%, 18.75 hours per week) role supports the dynamic, partner-centered work of the Office of Community Education Partnerships (OCEP) in the School of Education and Social Policy (SESP) at Northwestern University. OCEP is a leader-in SESP and across Northwestern-in connecting university students, staff, and faculty with our local community and school partners. The role is structured so that the Program Assistant 3 leads all financial processes for the team, as well as supports OCEP projects and events. This involves supporting logistics, communication, organization, and documentation. The ideal candidate is flexible and adaptive, takes initiative, is passionate about supporting public education, and is energized by diversity and complexity. They are someone who thrives both independently and as a member of a collaborative team; strives to be proactive and helpful, anticipating needs and challenges; and is willing to go the extra mile in service of students, educators, and families.

Specific Responsibilities:

Financials/Accounting

• Manage all OCEP financial transactions and accounting.
• Create and maintain financial records, including documenting individual transactions in progress, maintaining an ongoing budget tracker throughout the fiscal year, and creating year-end budget reports.
• Utilize the NU financial system to process payments, reimbursements, stipends, co-card payments, and team accounts.
• Organize and order supplies, catering, branded merch, travel, and other event needs.
• Stay informed and utilize current NU processes and resources for all financials, including adding new vendors and making tax-exempt purchases.

Event Coordination

• Support OCEP events, including partnership activity with local school districts.
• Learn from past event implementation, organize information for current events, and document processes to capture details for future events.
• Assist with spreadsheets, documents, flyers, and announcements.
• Assist with communication for program participants and volunteers including NU faculty, staff, and students, as well as community partners.

Team Coordination

• Coordinate logistics for OCEP team events including scheduling, room reservations, catering, supplies, etc.
• Assist on-site with large events, as needed. Events may occur during occasional evenings and weekends.
• Organize team meetings, keeping agendas and notes.

Communication

• Manage OCEP email and corporate accounts.
• Represent OCEP and Northwestern at public events and in correspondence.
• Assist with the preparation and dissemination of program communication and correspondence.
• Assist OCEP team with website updates, social media, newsletters.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required &
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Takes initiative in solo and partnered work.
• Strong communication skills: ability to write and speak clearly and keep others informed.
• Excellent interpersonal skills: being helpful, respectful, approachable, and team-oriented.
• Excellent time management, organizational skills, and attention to detail.
• Ability to manage multiple and competing priorities and multi-task.
• Willingness to learn new things, develop and grow in the work.
• Ability to collaborate with diverse stakeholders from the university, high school, and community: high school and university students, teachers and university faculty, school and university leadership and Evanston community members and leaders.
• Knowledge of word processing, spreadsheet, and email including Google Drive and MS Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive and SharePoint).

Preferred Qualifications:

• Experience in communications, project management, and/or education.
• One year of experience in a school or university setting.
• Previous experience with event organization.
• Experience with NUFinancials (Northwestern's Financial Management Information System).
• Experience with social media including Facebook, Instagram, and Twitter.

Preferred Competencies: (Skills, knowledge, and abilities

• Graphic and digital design skills.

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 parentalleave;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.