| Department: WCAS Physics & Astronomy
Salary/Grade: NEX/10 The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued. Job Summary: Under direction of the Assistant Chair, serves as the department’s Program Assistant for the graduate program and provides general administrative support to the department as a whole. Provides a variety of clerical and administrative support which may include drafting and typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or department calendar. Specific Responsibilities: - Guides students through admissions process; advises students of program requirements; reviews student files/records for academic progress and referral; applies knowledge of federal and state regulations; interprets existing policies and procedures; etc. Serve as primary contact for applicants to the graduate program, including communicating with applicants regarding their visit to the University, answering questions about the status of applications, directing applicants to resources.
- Coordinates content maintenance of websites and may train and/or assist faculty and/or staff in updating their websites and/or blogs.
- Support the Director of Graduate Admissions (DGS). For the admissions process, this includes preparing applications for evaluation, sending offer letters, organizing the Open House, and preparing for the arrival of students. Throughout the year, this involves tracking the progress of students and maintaining records.
- Coordinates graduate program calendar. Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments.
- Provides information via phone, e-mail, mail, etc. May represent supervisor in routine/standard situations with various levels of personnel both internally and externally.
- Serve as the primary contact for current graduate students. Keep current with Graduate School procedures and policies. Provide basic advising to students regarding relevant regulations and deadlines. Schedule and prepare qualifying examinations, and perform other functions related to graduate student milestones. Maintaining and updating Graduate student files and related database.
- May coordinate work of receptionists, program assistants, temporary/work-study students, etc.
Minimum Qualifications: - A high school diploma or its equivalent along with 2 years of administrative support experience is required.
- Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Minimum Competencies: (Skills, knowledge, and abilities.) - Coachability - Receptive to feedback, willing to learn and embrace continuous improvement.
- Collaboration - Willingness to facilitate open and effective communication, cooperation and teamwork within and outside of one's own team.
- Helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
- Microsoft Office - Experience with Word, Excel, PowerPoint, and Access.
- Communication - Oral and Written - Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts. Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
- Customer Focus - Regularly monitors customer satisfaction and provides suggestions to improve quality and value to the customer.
- Data Entry - Basic data entry skills.
- Dependability - Effectively performs duties and responsibilities with attention to detail and support for organizational policies.
- Ethics and Integrity - Demonstrated success following through on commitments while incorporating courage, objectivity, trustworthiness, honesty, respect and fairness in daily actions.
- Meets Deadlines - Displayed consistency and success in adhering to deadlines.
- Quality/Compliance - Demonstrated willingness to strive for excellence with work processes and outcomes, honoring policies and regulatory requirements.
- Adaptability - Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
- Innovation - Ability and willingness to explore alternatives to existing products and services and identify opportunities to improve procedures and practices.
- Multi-Tasking - Demonstrated ability to work on multiple projects simultaneously.
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. Hiring is contingent upon eligibility to work in the United States.
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