Program Assistant 3

Department: Law External Partnerships
Salary/Grade: NEX/11

Target hiring range for this position will be between be $19.89 - $24.63 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.

Job Summary:

The Program Assistant provides crucial administrative support for the Office of Executive and Professional Education consisting of the Assistant Dean, Firm & Corporate Relations team, and Professional & Continuing Legal Education team.

Responsibilities include coordinating administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. He/she creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

Reporting to the Director of Professional and Continuing Legal Education, the Program Assistant assists with the three primary annual institutes led by the Professional & Continuing Legal Education team. Together, these Institutes reach over 1000 participants on an annual basis, enhancing the Law School's intellectual impact and global academic reputation. In addition, the Program Assistant will manage the corporate cards for the department.

The Program Assistant will also be responsible for assisting with financial and other administrative support for the department, including processing checks and tracking sponsorship funds and other payments. This individual will also work with the Firm & Corporate Relations team to manage the distribution of Continuing Legal Education certificates to attendees for faculty workshops and other Law School events.

This position will provide the Assistant Dean of Executive and Professional Education with administrative support as needed.

This is a full-time position for 37.5 hours per week.

Specific Responsibilities:

Documents & Databases

• Assists with updating event materials such as agendas and speaker biographies and compiling session materials. Provides extensive proofreading for spelling, grammar, internal consistency and ensures they meet appropriate guidelines.
• Maintains and tracks detailed speaker information in spreadsheets and Salesforce database.
• Participates in evaluation of programs and planning; recommends and implements administrative and procedural changes.

Financial Administration

• Assists with processing accounts payables &/or receivables. Verifies appropriateness and accuracy of charges. Verifies invoices and expense reports and/or reconciles budget. Enters, tracks, and maintains documentation and logs of financial transactions.
• Processes checks, including verifying amounts, maintaining spreadsheets and logging, copying, and depositing checks.
• Assists as needed with processing wire transfers and assures payments are made and deposits are accurate.
• Assists with tracking of sponsorship and revenue payments as necessary
• Manages corporate cards and reconciliation for the department.
• Manages office supplies and resources, inbound and outbound mail, and shipments.
• Processes expense reports for the Assistant Dean.

Speaker Support and Coordination

• Communicates with Institute speakers and assistants to distribute speaker policies, collect bios, and photos and answers questions as needed.
• Provides on-site program support, including registration customer service support for attendees and speakers.
• Researches and recommends hotel guest room blocks; works with hotel partners to update and audit rooming lists.
• Researches and recommends restaurants for speaker receptions and dinners; works with event partners to finalize menus and collect RSVPs from guests.
• Manages distribution of CLE certificates for faculty workshops and other Law School events where CLE credit is approved

Administrative Support

• Responds to inquiries from speakers or other external parties, as appropriate.
• Provides basic interpretation of university policies and procedures as they relate to department programming.
• Research information to resolve problems or issues.
• Represents the department with various levels of personnel both internally and externally, via phone, email, and in person.
• Assists with facilitating confidential &/or critical information; responds to unanticipated and complex issues.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications:

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

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

• Intermediate knowledge of Microsoft Office (or comparable word processing, spreadsheet, email, and database software programs) is required.

Preferred Qualifications:

• Bachelor's degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• Strong conceptual and analytical skills with an ability to synthesize, interpret, and summarize relevant information from various sources.
• Ability to translate data into meaningful information.

Preferred Competencies: (Skills, knowledge, and abilities)

• Advanced knowledge of Microsoft Office specifically Word, Outlook Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• Possess a high level of customer service orientation and attention to detail.
• Ability to multi-task, contribute to a team-oriented environment, work under minimal supervision, and demonstrate excellent problem-solving skills.
• Intermediate knowledge of Salesforce.
• Basic/intermediate knowledge of InDesign.
• Intermediate knowledge of Adobe Acrobat.

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.