Program Assistant 4

Department: WCAS Chicago Field Studies

Salary/Grade: NEX/12

Job Summary:

As the largest experiential learning program at Northwestern University serving 600 students a year and 250+ employers in all industries and fields, Weinberg College of Arts & Science’s Chicago Field Studies internship program seeks a Program Assistant 4 to support our work. The Program Assistant leads the operations of Chicago Field Studies serving 125-175 students each quarter in addition to 10 instructors, 23 student staff (peer advisors and mentors), and two full time staff ensuring the smooth functioning and positive experience for all group members.

This position works onsite three days per week and two days remotely, with the option of more onsite days if preferred, and with the opportunity for more remote work during the summer. This position is a full-time position at 40 hours per week. The target hiring range will be between $25 - $27.69 per hour which is $52,200 - $57,816 per year. 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.

Specific Responsibilities:

Program Administration, Data and Application Management

Review application, evaluation and assessments annually

Recommends & implements administrative & procedural changes

Creates and maintains Smartsheet and Excel spreadsheets quarterly/annually for CFS and creates reports for funders, departments, and administrators.

Develop and execute annual operations plan

Processes applications using Smartsheet and forms

Create and distribute quarterly evaluations for students and employers (using Qualtrics)

Analyze and create (generate) quarterly and year-end reports of CFS data for alumni, donors and stakeholders including Deans, departments, faculty, staff, internal and external partners

Lead Practice Interview Program for students admitted to CFS, working with alumni realations

Process CFS Scholar requests and work with advising team and financial aid to provide travel stipend to students in unpaid internships.

Identify and initiate efforts to improve processes and systems in managing data for students, employers, alumni and courses

Process instructor appointment paperwork

Coordinates administration of all HR actions from hiring to termination

Customer Service and Student Recruitment/Services

Respond to student inquires promptly and professionally

Respond to parent and faculty inquiries promptly and professionally

Conduct CFS Information Sessions (30-45 minutes) for prospective applicants

Design, maintain and coordinate Online Information Sessions using Canvas

Refer students to appropriate resources and course requirements

Lead Practice Interview Program for students admitted to CFS, working with alumni realations

Registration and Course/Meeting Logistics

Ensure accurate and timely course offerings management of CAESAR and CLSS

Manage and coordinate student registration into CFS courses (permission numbers)

Monitor and verify that students have registered for the academic credits that they desire

Poll CFS instructors and students in CFS courses to identify when majority can attend class

Find and secure rooms for courses, orientation, and year-end meetings (order food)

Secure and coordinate transportation for field trips

Process CFS course guest speaker honorariums

Financial Management

Use and maintain CFS procurement card for appropriate CFS expenses

Manage, monitor and maintain records of program budget and provide budget information to management on a monthly basis

Order supplies, catering, course materials and maintain invoices for financial records and management

Process CFS scholar recipient payments

Process guest speaker honararium payments

Process reimbursements for CFS instructor and staff for course-related and professional development expenses

Processes accounting transfers, appropriation & funding changes, deposits, & payroll.

Completes journal entries

Creates & monitors budget statements.

Verifies that charges are accurate & posted to the appropriate account

Resolves discrepancies &/or outstanding encumbrances

Assists in balancing accounts at close of fiscal year

Manage Branding, Marketing and Publicity for Chicago Field Studies

Manage Branding, Marketing and Publicity for Chicago Field Studies

Develop and implement marketing plan in conultation with CFS team

Review and maintain CFS website

Create HTML marketing messages and send to team, departments, and areas where CFS Ads are posted and promoted

Represent CFS at University Events to promote the program to students and parents

Manage and implement the sharing of student stories and experiences through CFS Blog, Social Media, website and other communication channels

Supervisory Responsibilities

Recruit, hire, train and onboard Student Consultants (20-25)

Create and send evaluation of Student Consultants and analyze and provide feedback twice a year to student staff.

Provide performance guidance/evaluation and recommend pay increases to Associate Director

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

High School Diploma OR appropriate combination of education and experience.

5 years of administrative support or other relevant experience required.

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

Strong technical and computer skills

Ability to work independently, self-starter

Resourcefulness

Initiative

Excellent communication and follow-up skills

Time management

Preferred Qualifications:

Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree

Supervisory experience

Experience working in higher education

Technology: Smartsheet, Excel, Info Gram, Qualtrics, Sharepoint/OneDrive, Outlook, Microsoft Teams and Zoom, use of AI tools such as Co-pilot, Claude, and more.

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-AS1

• High School Diploma or equivalent combination of education and experience
• Minimum 5 years of administrative support or relevant experience
• Strong technical skills, ability to work independently, excellent communication, and time management skills