Program Assistant 2

Program Assistant 2

The Program Assistant 2 (PA2) is responsible for management of all reception desk operations and administrative support. They will greet visitors, field general visa inquires, and direct visitors to the appropriate advisor. They will supervise 1-2 federal work-study students, oversee all billing functions, expenses, vouchers, reimbursements, and budget reporting. The PA2 will support the student and scholar processes, by conducting in-take and out-take tasks, initial review of requests, notification and follow-up communication.

Specific Responsibilities:

• Under the direction of Assistant Director, organize and manage all front desk operations.
• Receive and greet students, scholars, and departmental representatives and provide them with the office or campus resources as appropriate.
• Provide administrative support (drafting support letters, scheduling rooms, filing, faxing, ordering supplies, etc.)
• Supervise and manage schedules of two-three student workers.
• Responsible for monthly budget reporting and billing--maintaining and recording vouchers, expenses and reimbursements in the university's financial system.
• Responsible for student and scholar intake and outtake duties. These duties include data entry into case management software, initial analysis employment based visa requests and communication with department contacts and scholars and the university enterprise system.
• Responsible for all communication initiatives, including listserv messages and social media.
• Miscellaneous Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.
• Must be U.S Citizen or Lawful Permanent Resident and meet Department of Homeland Security Designated School Official requirements
• Experience in a high volume office setting.
• Familiarity with computer programs and applications including Microsoft Word, PowerPoint, Excel, and email.
• Basic data entry skills and experience working in a database.
• The ability to prioritize, plan, organize, and schedule in an efficient and productive manner with attention to detail.
• Excellent verbal and written communication and customer service skills.
• Successfully uses multiple software programs independently.

Preferred Qualifications:

• A Bachelor's degree.
• One to two year's administrative experience working in an academic environment.
• Experience working with people from a different culture.
• Previous supervisory experience.

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.