Department: MCC Engg Sci & Applied Math
Salary/Grade: NEX/11
Job Summary:
Under the direction of the Department Business Administrator, the Program Assistant 3 position is primarily responsible for supporting department's administrative, faculty and student day-to-day operations. The Program Assistant 3 guides students through admissions process; advises students of program requirements; maintains student records; coordinates events; coordinates content maintenance of web pages and databases; facilitates the Graduate Admissions process by responding to inquires & emails in a timely manner; assists in supporting and communicating with students and faculty regarding admissions, and degree completion processes. This includes all student affairs inquiries, which consist of fellowship tracking, report creation, orientation set up and tracking students' performance/progress and graduation process. The Program Assistant 3 maintains databases and spreadsheets for reporting and analysis.
The Program Assistant 3 provides a variety of clerical & administrative support, which may include drafting & typing correspondence, reports, charts, graphs, etc. using word processing, spreadsheet, database, website & presentation software; basic bookkeeping; screening calls & visitors; making arrangements including travel, etc. for seminars, speakers, meetings & special events; maintaining dept and conference room calendars.
Specific Responsibilities:
Documents & Databases
- Prepares manuscripts, scientific, technical &/or statistical documents.
- Proofs for spelling & grammar.
- Enters information into spreadsheets &/or databases.
- Creates equations.
- Compiles routine reports, statistics, tables, charts, etc. from readily available information.
- Maintains file of student room assignments.
- Creates admission year's orientation notebook.
- Manages all forms required - change of grade, add/drop, advisor list and materials for Undergraduate and PhD and MS Graduate programs.
- Website & AV
- Maintains or coordinates maintenance of contents of websites, social media &/or blogs.
- Trains &/or assists faculty &/or students in updating their websites &/or blogs.
- Maintains department, program and student information, including undergraduate and graduate program requirements, course descriptions, course offerings and schedules.
- Assists with setting up streaming and recording of seminars.
Coordination
- Coordinates dept and teaching schedules and classroom assignments.
- Coordinates registration & travel.
- Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
- Coordinates seminars and colloquia, including related hotel reservations, advertising and scheduling of events.
- Coordinates facilities/space requests, including room assignments and keys.
- Disseminates information on seminars and events to other departments.
- Posts events on Northwestern and McCormick event calendars (i.e. Plan it Purple and Tech Monitor)
- Distributes department mail and business documents in accordance with NU policies.
- Maintains conference room calendars
Contacts
- Provides information via phone, e-mail, mail, etc.
- Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
- Maintains database of alumni and contact information
Student Services and Graduate Admissions
- Guides students through admissions process. Proactively follows up with admitted students and deferrals until final decision deadline.
- Advises students of major/minor requirements.
- Reviews student files/records for academic progress & referral.
- Applies knowledge of federal & state regulations.
- Interprets existing policies & procedures; etc.
- Provides information about course registration, curriculum, graduation requirements and ceremony.
- Prepares orientation materials and on-going information to graduate and undergraduate students.
- Responds to student inquiries regarding curriculum, course times, books, NU/McC/ESAM policies and procedures
- Manages work study students
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
Minimum Competencies: (Skills, knowledge, and abilities.)
- Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications:
Preferred Competencies: (Skills, knowledge, and abilities)
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 the ability to utilize effective critical thinking skills to work on and ensure targets are met on multiple projects simultaneously.
Seeks to build collaboration by encouraging trust, mutual respect and shared purpose among various participants in an event.
Takes initiative to investigate solutions to problems and is able to provide answers to students and staff in a timely manner.
Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, Outlook & Shared Inbox, web browsers, Peoplesoft and multiple NU systems.
Demonstrates ability to troubleshoot, problem solve, multitask and prioritize work assignments and ability to adapt quickly to a fast-paced environment.
Experience with university administrative systems.
Ability to maintain strictest standards regarding confidentiality of all student information with dissemination only to authorized recipients.
Must be able to meet strict deadlines and work independently; must be able to demonstrate initiative.
Excellent organization skills; is able to work independently with minimal supervision; is results-oriented.
Ability to complete a multitude of simultaneous tasks and keep them organized.
Outstanding communication skills and dedication to great customer service.
Ability to identify opportunities to improve existing practices; willingness to explore alternatives; adaptability.
Strong interpersonal skills and strong sense of diplomacy.
Service oriented; strong customer service.
Familiarity with website software.
Act as department liaison.
Target hiring range for this position will be between $19.89-$24.07 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 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.
Northwestern University
$19.89 - $24.07 / hr
Oct 28, 2025