Northwestern University · 3 hours ago
Program Assistant 3
Evanston, IL
Full-time
Hybrid
Mid Level
$21/hr - $25/hr
4+ years expNorthwestern University is seeking a Program Assistant 3 for the Weinberg Language Resource Center and Media and Design Studio, which focuses on enhancing teaching and learning experiences. The role involves providing administrative support, managing communications, coordinating events, and handling financial records.
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Responsibilities
Independently responds to and composes correspondence
Authors and publishes electronic and print newsletters, flyers, and other communications
Creates and maintains standard spreadsheets and/or databases
Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources
References and updates contact databases using campus tools, e.g. Salesforce
Authors and sends email communications using bulk mailing tools, e.g. Salesforce, Mailchimp, and/or Constant Contact
Assists with content editing and digital encoding of various documents including documentation, instructional materials, and communications
Creates, updates, and utilizes document and approval workflows in Smartsheet and similar tools
Maintains websites and departmental news blogs
Creates new web pages and updates standard information within various content management programs
Creates and updates events on the campus-wide electronic calendar, PlanItPurple
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
Initiates full range of HR actions such as new employee dept orientation for student employees
Resolves hiring, termination, etc. processing problems
Explains HR procedures
Manages supervisor's and/or dept calendar
Manages registration and travel
Organizes and coordinates events which may include creating timelines
Collects agenda items and background materials
Creates registrant profiles
Coordinates complex itineraries involving domestic and/or international travel, etc
Prepares annual event, conference and/or meeting budget
Verifies invoices and expense reports; and/or reconciles to budget
Screens and prioritizes incoming calls and emails
Responds to inquiries
Provides basic interpretation of policies and procedures
Researches information to resolve problems or issues
Provides a variety of administrative support for students of languages and humanities at the abstract level: such as language course advising, advertising and marketing, and way-finding
Develops and analyzes surveys of student background and study interests
Facilitates inter-institutional course sharing opportunities by collecting student interest in non-local courses, communicating with local faculty interested in sharing their courses with outside institutions, and liaising with various campus partners, such as the University registrar and offices of undergraduate study
Assists with instructional technology used by students and faculty in teaching and classroom spaces
Coordinates schedules of work-study students
Reviews and approves timecards and timesheets
Performs other duties as assigned
Qualification
Required
A high school diploma or its equivalent
Four years of administrative support (or its equivalent) experience is required
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required
Preferred
Bachelor's degree, or working towards completing advanced degree
Excellent verbal and written communication
Ability to manage and prioritize multiple projects
Ability to work and problem-solve independently
A willingness to learn
Multicultural competence
Knowledge, proficiency or familiarity with one or more world languages (in addition to English)
Previous experience working in higher education
Expertise with Smartsheet and/or similar workflow tools
Ability to design compelling printed and digital materials using Canva or similar tools
Familiarity with web page editing, and content management systems such as Cascade and/or WordPress
Familiarity with Northwestern enterprise systems such as MyHR, NUFinancials, Cognos, CAESAR, 25Live/RES
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Employee career development in all circumstances
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
Recent News
2026-01-25
Digital Journal
2026-01-23
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