Department: Trienens Institute
Salary/Grade: NEX/12

**For full consideration, please submit a cover letter and resume with your application**

Job Summary:

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept's multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Paula M. Trienens Institute for Sustainability and Energy seeks a motivated, self-starter for a Program Assistant position in the professional Master of Science in Energy & Sustainability (MSES) program, a growing one-year professional Master program. This position will help administer curriculum and class schedules and manage the MSES Salesforce database, be involved in complex interschool relationships, reviewing and scoring applications, and administering assessments to students to identify areas for improvement that highlight concrete strategies for strengthening interpersonal relationships and professional performance. This position will support the MSES Program Administrator with daily operations by coordinating events, and scheduling and managing logistics for classes, events, and any offsite activities for the program (i.e. field trips). Assisting students on the administrative side of the program and directing queries received by MSES from prospective students, current students, faculty, and partners will also be key responsibilities, effectively providing management for the MSES "front desk." Thus, the ideal candidate will enjoy working with and meeting new people. In addition, they will be detail-oriented, able to multi-task, and willing to take on new tasks. Occasional evening, weekend, or flexible hours may be required to support a meeting, event, or student recruitment.

Please note: Occasional evening or weekend hours may be required to accommodate special events such as student recruitment events or information sessions.

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Accounting

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

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

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

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

Preferred Qualifications:

• Experience and knowledge of NU systems such as SES, NUFinancials, MyHR, Egencia, and Cognos Reporting.
• Strong skills in the areas of people management and communication
• Positive and engaging demeanor
• Consistent orientation to solve problems, advance planning, and avoiding crises and conflict.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to organize and engage participants for events.
• Excellent communications skills (written and verbal).
• Thrive independently with minimal supervision, manage multiple tasks, demonstrate the ability to think critically, and provide exemplary customer service.
• Ability to prioritize and manage workload in a highly dynamic, fast paced environment. The MSES program is newer and is cutting a new path in many ways. The successful candidate will be comfortable with ambiguity and will be able to make preliminary decisions with limited / incomplete information.
• Passion for energy & sustainability. As one of the most public faces of the program, a commitment to the mission is critical.
• Existing knowledge of the basics of sustainability or a willingness to learn.

Target hiring range for this position will be between $23.00-$27.00 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 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 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 to learn more.

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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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