Department: WCAS Gender&Sexuality Studies
Salary/Grade: NEX/10

Job Summary:

The Program Assistant provides standard & routine clerical & administrative support to the Sexualities Project at Northwestern (SPAN) and the Gender & Sexuality Studies Program (GSS). Creates and maintains associated documents, budgets, spreadsheets, databases, website, meetings, special events, etc. and alerts Directors of critical issues and upcoming events. For more information on SPAN: http://www.sexualities.northwestern.edu.

This is a part-time position at 24 hours per week and is eligible for remote work. More information will be discussed during the interview.

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence with graduate students, faculty, staff, and guests.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.
• Maintains files for faculty and students. Coordinates production of annual newsletter. Runs standard reports.

Website

• Maintains website.
• Creates new web pages and/or updates standard information/data.

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.
• Monitors and maintains budgets and accounts; prepares requisitions and processes payments; prepares reports, transfers and reimbursements and executes any special analytical projects as requested. 18. Manages the budget for the all program activities.
• Processes graduate student travel grants, dissertation fellowships, summer research grants and faculty research grants.

Human Resources

• Facilitates biannual postdoctoral fellow search.
• Provides information on HR policies & procedures.

Coordination

• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines. Plans and executes special events including the annual awards ceremony and reception, all speaker events and seminars. Assists with all aspects of annual SPAN workshop and faculty/graduate reading group.Makes catering arrangements for events, publicizes events and sends invitations.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc. Plans travel and accommodations for visitors (which includes making arrangements and communicating with visitors.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Maintains SPAN calendar and coordinates SPAN-related meetings for Directors.

Contacts

• Provides information via phone, e-mail, mail, etc.
• Represents supervisor in routine/standard situations with various levels of personnel both
• internally & externally.

Student Services

• Reviews administrative processes and procedures regarding student services and recommends changes.
• Provides information on both University-wide and SPAN-specific policies & procedures.
• Processes forms.
• Communicates with students regarding funding and upcoming events. 5%

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, etc.
• Other
• Performs other related duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or its equivalent along with 2 years of administrative support experience is required.

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

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Interest in gender and sexuality issues, and comfort with gender/sexual diversity.
• Strong organizational skills and attention to detail.
• Communicates effectively, both verbally and in writing. 5. Ability to multi-task, can work with interruptions.

Preferred Qualifications: (Education and experience)

• Bachelor's degree or equivalent
• Background or interest in gender, women's, sexuality studies and/or LGBT issues
• Strong writing, editing, and proofreading skills
• Design layout skills
• Strong interpersonal and communication skills
• Ability to work with a diverse faculty and student population
• Excellent initiative, problem solving skills and resourcefulness

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity with NU financial systems or willingness to learn.
• Basic proficiency in accounting and database management.
• Comfortable working independently.
• Adaptable to changing priorities.
• High degree of professionalism.
• Demonstrates initiative and follow-through.
• Basic proficiency with MSWord, and Excel; Adobe Acrobat, Photoshop, and InDesign; WordPress, MailChimp. 8.
• Familiarity with social media such as Facebook and Twitter

The target hiring range for this position will be between $22,400 - $31,508 per year, which is $17.88 - $25.15 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 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.

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