Program Assistant 3

Department: WCAS Economics
Salary/Grade: NEX/11

Job Summary:

The Department of Economics at Northwestern University is seeking a Program Assistant 3 to provide administrative support for the Department's graduate program and financial operations. Approximately 75% of the position will support graduate program administration, with approximately 25% supporting departmental financial operations.

Reporting to the Manager of Graduate Programs, the Program Assistant 3 will coordinate a wide range of administrative processes that support graduate students, faculty, and the overall operation of the graduate program. Responsibilities include maintaining student and funding records, processing appointments and reimbursements, supporting graduate admissions and events, maintaining graduate program communications and access, and assisting with departmental financial processes.

The position requires strong organizational skills, attention to detail, discretion in handling confidential student information, and the ability to manage multiple priorities and deadlines in a fast-paced academic environment. This position works on campus a minimum of four days per week, with the option to work remotely one day per week.

The target hiring range for this position is $45,022 - $50,895 per year, or $23.00 - $26.00 hourly. 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.

Specific Responsibilities:

Graduate Program Administration - 75%

• Coordinates and carries out day-to-day administrative processes for the Department of Economics graduate program and provides administrative support to graduate students and faculty.
• Enters and maintains graduate student funding and appointment information in SES/CAESAR under the direction of the Manager of Graduate Programs.
• Prepares and sends quarterly employment letters to PhD students in accordance with University policies and graduate student union guidelines.
• Processes and tracks expense reports and reimbursements for graduate students and graduate program-related expenses.
• Maintains Responsible Conduct of Research (RCR) compliance records and follows up with students regarding outstanding requirements.
• Manages the graduate program's internal Commons site and graduate program listservs.
• Manages WildCARD access for PhD students.
• Processes permission numbers for graduate students and provides course and registration support as needed.
• Assists with the graduate admissions process, including entering admissions decisions into CollegeNet and maintaining admissions records.
• Assists with planning and coordinating graduate program events, including Math Bootcamp, the Welcome Awards Reception, Visit Day, and other graduate student events.
• Serves as a resource to graduate students regarding routine program, funding, registration, and administrative matters.
• Manages graduate student access to University data systems, including Quest and RAIS.
• Serves as a third backup for front office support.
• Assists with graduate program special projects and other duties as assigned.

Department Financial Administration - 25%

• Provides financial and administrative support for the Department of Economics.
• Maintains the department's computer tracking document and works with IT staff to coordinate computer orders for faculty and staff.
• Processes and tracks departmental expense reports and other financial transactions as needed.
• Processes domestic and international wire transfers and ensures required documentation is complete and accurate.
• Assists with other departmental financial and administrative processes as assigned

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent required.
• At least four years of administrative support or other relevant experience required.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and maintain accurate records.
• Strong written and verbal communication skills.
• Ability to work effectively with students, faculty, staff, and University partners.
• Ability to maintain confidentiality and exercise appropriate discretion when handling student and financial information.
• Ability to work independently while also contributing effectively as part of a team.
• Demonstrated ability to identify problems, research information, and follow established procedures to resolve routine issues.

Preferred Qualifications:

• Bachelor's degree or equivalent combination of education and relevant experience.
• Experience working in a higher education or academic environment.
• Experience supporting graduate students or academic programs.
• Experience with financial transactions, expense processing, reimbursements, or related administrative functions.
• Experience coordinating events or programs.
• Experience working with student information, financial, or University administrative systems.

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with Northwestern University administrative systems, including CAESAR, SES, CollegeNet, or related systems.
• Strong proficiency with Microsoft Office, particularly Excel.
• Experience working with confidential student and financial information.
• Ability to learn new systems and processes quickly.
• Strong problem-solving and follow-through skills.
• Ability to anticipate needs, take initiative, and independently manage routine responsibilities.
• Customer-service orientation and the ability to work effectively with a diverse population of students, faculty, and staff.
• Ability to adapt to changing priorities and work effectively in a fast-paced academic environment.

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. For a comprehensive overview of available benefits, including eligibility details, 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.

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