Program Assistant 2

Department: International Student and Scholar Services
Salary/Grade: NEX/10

The expected salary for this position is between $23.00 – $23.50 per hour, in alignment with departmental equity and market data.

*PLEASE NOTE: Applicant must be U.S Citizen or Lawful Permanent Resident and meet Department of Homeland Security Designated School Official requirements.
Job Summary:

The Program Assistant 2 (PA2) is responsible for management of all reception desk operations and administrative support. They will greet visitors, field general visa inquires, and direct visitors to the appropriate advisor. They will supervise 1-2 federal work-study students, oversee all billing functions, expenses, vouchers, reimbursements, and budget reporting. The PA2 will support the student and scholar processes, by conducting in-take and out-take tasks, initial review of requests, notification and follow-up communication.

Specific Responsibilities:

• Under the direction of Assistant Director, organize and manage all front desk operations.
• Receive and greet students, scholars, and departmental representatives and provide them with the office or campus resources as appropriate.
• Provide administrative support (drafting support letters, scheduling rooms, filing, faxing, ordering supplies, etc.)
• Supervise and manage schedules of two-three student workers.
• Responsible for monthly budget reporting and billing–maintaining and recording vouchers, expenses and reimbursements in the university’s financial system.
• Responsible for student and scholar intake and outtake duties. These duties include data entry into case management software, initial analysis employment based visa requests and communication with department contacts and scholars and the university enterprise system.
• Responsible for all communication initiatives, including listserv messages and social media.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

• Must be U.S Citizen or Lawful Permanent Resident and meet Department of Homeland Security Designated School Official requirements

• Experience in a high volume office setting.

• Familiarity with computer programs and applications including Microsoft Word, PowerPoint, Excel, and email.

• Basic data entry skills and experience working in a database.

• The ability to prioritize, plan, organize, and schedule in an efficient and productive manner with attention to detail.

• Excellent verbal and written communication and customer service skills.

• Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.

• Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.

• Demonstrates ability to work on multiple projects simultaneously.

Preferred Qualifications:

• A Bachelor’s degree.
• One to two year’s administrative experience working in an academic environment.
• Experience working with people from a different culture.
• Previous supervisory experience.
• Trains people for current assignment and develops them for promotion; uses feedback and personal example to encourage higher performance
• Exhibits understanding of natural sources of conflict and acts to prevent or soften them

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.

#LI-IW1