Program Assistant 3

Department: MCC Biomedical Engg
Salary/Grade: NEX/11

Target hiring range for this position will be between $20.51 - $25.24 per hour. 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

Job Summary:

The Program Assistant 3, aka the Student Program Assistant, coordinates administrative processes related to the conduct of Biomedical Engineering's graduate and undergraduate programs and student services. Advises students of program requirements; maintains student records; coordinates recruitment-related events; coordinates content maintenance of web pages and databases. Supports the Graduate (PhD and MS) and Undergraduate Chairs and programs, including admissions, orientation, degree progress and graduation. Tracks student milestones while at the university. This role may require the use of AI to assist with some tasks. Works with a variety of student-related systems including CAESAR, CollegeNet, and GSP. Managing occasional after-hours events required.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.
• Processes and maintains pertinent records and files (i.e. admissions, milestones)
• Coordinates forms required - change of grade, add/drop, advisor list and materials for Undergraduate and Graduate programs.

Website

• Maintains websites and/or blogs.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Accounting

• Updates financial transaction spreadsheets and databases related to student programs and monitors recruitment budget.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

Human Resources

• Initiates full range of HR actions such as new employee dept orientation.
• Resolves hiring, termination, etc. processing problems.
• Drafts job descriptions.
• Explains HR procedures.

Coordinates

• Manages registration and travel for graduate student recruitment.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc. for grad student recruitment visits

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries from prospective students, students, staff, faculty, or the public about program requirements.
• Provides basic interpretation of policies and procedures.
• Acts as a liaison with McCormick Dean's office, Registrar/Graduate School and Faculty
• Researches information to resolve problems or issues.

Student Services

• Recommends alternatives for course requirements.
• Reviews administrative processes and procedures regarding student services and recommends changes.
• In cooperation with the Director of Graduate Studies (DGS) Director of MS Program (DMS) and Director of Undergraduate Program, and the Sr. Student Program Coordinator, coordinates administrative processes associated with Biomedical Engineering student programs and student services, such as recruitment, admissions, applications, registration, reservations, service communications, and graduation using systems such as CAESAR, CollegeNet and GSP systems.
• Tracks plan of study, completion of degree requirements, committee meetings, qualifiers and thesis.
• Provides student status update to DGS, DMS, Undergrad Director and/or Sr. Student Program Coordinator.
• May enter final approval for degree in GSP.
• Attends meetings as program representative
• Work with Undergrad director on course offerings, course registrations, course cancellation, student advising.
• Aggregates course offerings and scheduling from areas with the department
• Coordinates class scheduling requirements.
• Monitors class enrollment, class scheduling/conflicts; advance registrations, etc.
• Assists in Graduate Program Review.
• Track and manage Responsible Conduct of Research (RCR) compliance
• Assist with tracking and managing graduate student progress with GSP

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc.

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.)

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

Preferred Qualifications:

• 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.

• Ability to meet strict deadlines; demonstrate initiative.

• Comfortable working in a fast-paced work environment.

• Experience in higher education setting

• Experience coordinating events

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with Northwestern University's administrative systems

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.