Summer Session Program Assistant

Department: School of Professional Studies
Salary/Grade: NEX/10

Job Summary:

This position provides administrative support for summer session programs. Responsibilities include maintaining records for prospective students, coordinating student programming, marketing efforts and maintaining and updating the Summer Session websites. The position also supports the summer residential experience, coordinating housing and experiential activities. The position works directly with students, parents, University departments and external vendors.

Please note: May require some evening/weekend work during summer.

Specific Responsibilities:

Documents & Databases

• Develops and maintains process documents and operating manuals for program assistant responsibilities.
• Maintains database, CRM and webpages to accurately reflect course schedule, titles and descriptions.
• Assists with student enrollment, maintaining applicant files and maintaining database information.

Website and Marketing

• Coordinates content maintenance of websites &/or blogs.
• Trains &/or assists faculty &/or staff in updating their websites &/or blogs.
• Assist in creating promotional materials, including brochures, postcards/posters, website, email, social media, and other marketing.
• Assist in researching, writing, and posting unique and strategic content across multiple platforms that advances communication efforts of the pre-college and summer programs for a variety of audiences.
• Represent department during campus events

Accounting

• Processes accounts payables &/or receivables.
• Verifies income &/or expense.
• Enters, tracks, & maintains documentation & logs of financial transactions.
• Assists with reconciliation of accounts.
• Reviews budget statements.
• Investigates & resolves discrepancies.
• Prepares budget reports & spreadsheets.

Coordination

• Coordinates supervisor's &/or dept calendar.
• Schedules interviews and meetings for residential staff candidates
• Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
• Coordinates with Program Coordinator, Registrar and staff to organize new program offerings.
• Partners with NU offices to coordinate campus services provided to CPP students.
• Assists the Director and Coordinators of Summer Session to facilitate student programming.
• Orders and inventories department supplies.
• Sorts and distributes mail .

Customer Service

• Serves as primary representative for callers and visitors to all summer programs.
• Assists with program communication to admitted students, parents, faculty and internal/external partners.
• Provides routine information regarding summer programs.

Student Services

• Supports CPP staff in facilitation field trips and scheduled social events.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

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

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

• Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly
• Computer Proficiency: Successfully uses multiple software programs independently. Software may include Excel, Outlook, Word, Office, Access, Basecamp
• Communication, Oral and Written: Communicates effectively one-on-one, in small groups, and in public speaking contexts; writes precise, well-organized emails, letters, and memos while using appropriate vocabulary and grammar.
• Customer focus: Regularly monitors student satisfaction
• Organization: Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.

Preferred Qualifications:

• Bachelor's degree or equivalent combination of education and experience from which comparable knowledge and abilities have been acquired.
• 2-3 years previous experience managing graduate-level education programs or programs for high school students.

Preferred Competencies: (Skills, knowledge, and abilities)

• Business Acumen: Possesses business savvy and demonstrates the activity to foster and lead cost-efficient initiatives without sacrificing quality or core values.
• Coachability: Being receptive to feedback, willing to learn, embracing continuous improvement.
• Creativity: Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.
• Familiarity with NU or higher education CRM systems (SES, CLSS, RADIUS, CAESAR, CANVAS etc.)

Target hiring range for this position will be between $22 to $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.

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 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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