Job Description

Job Summary:

The Program Assistant (PA) 3 supports the SESP Master’s and Professional programs in the implementation of a comprehensive student advising and career services program, as well as other shared services areas as needed. The PA is an integral part of the Student Services and Advising Team and thus contributes to the management of the full graduate student lifecycle, starting with a student’s commitment to attend SESP master’s and professional programs and continuing through onboarding, orientation, registration, ongoing engagement, career development and search, and graduation. The PA assists the director with office and budget management, student records, surveys, and reporting.

Specific Responsibilities:

Office And Budget Management

Serves as first point of contact for the office, staffs office front desk, manages department role-based email account(s), answers office phone, etc. Provides administrative support, including scheduling meetings, managing the director’s and department calendar, preparing materials, maintaining office records, and supporting follow-up actions.
Manages department office supplies, SWAG, operations, technology (copier, laptops, etc.), files, etc. Interfaces with SESP partner offices (Deans Office, MarCom, Budget, H.R., etc.) as needed.
Supports in budget preparation, maintenance, journal transfers, tracking expenditures and revenues, managing the departmental P-card, reporting, etc. Ensures compliance with institutional financial policies and timely and accurate documentation.
Review processes and recommends changes to incorporate state-of-the-art technology, as appropriate, into administrative, programming, student advising, career services, etc. Serves as office liaison to IT (SESP and Northwestern) to ensure technology systems are properly installed and maintained.
Works in tandem with the Director of Student Services to support collaboration with other departments in SESP-GS: Master’s Program Leads (academic programs); Admissions (information sessions, transition of committed student records, etc.), Marketing and Communication (social media, calendar, photos), Course Management and Instructional Services (communicating course enrollment #s) and with SESP Undergraduate Student Affairs. During peak admissions months (typically December 1 to May 1), the PA will work 20% time supporting the Admissions and Recruitment Team with application processing and applicant correspondence.



Communication And Events

With guidance from the appropriate team member, creates and distributes messaging (print and electronic) to SESP-GS students, alumni, and faculty. Maintains distributions lists.
Develops, produces, and evaluates department weekly student e-newsletter (academic updates, co-curricular programming, internship opportunities, career workshops, university announcement, local events, etc.).
Serves as department point person - in collaboration with SESP Marketing/Communications department – to develop and implement photo strategy, file system, and maintenance.
Serves as the lead events coordinator for student engagement initiatives, including orientation programming, community-building, co-curricular and career services programming, non-classroom lectures, trainings, workshops, conferences, etc. Plans and implements events: reserves rooms and facilities, event budgets, food, accommodations, travel, technology, event materials, etc. Post open events on Northwestern’s Calendar (Planit Purple). Conducts post-event evaluation and write-up to provide input for Director of Student Services and team to evaluate events. Collaborates with the SESP Events Coordinator as needed on larger SESP-wide events, which involve SESP master’s students.
Serves on SESP convocation (i.e. graduation) core planning committee to assist in planning, implementing, and evaluating Convocation. In tandem with Director and the MS in Social and Economic Policy (MSSEP) program lead, plans and implements MSSEP program mid-year graduation.



Student Resources, Academic And Career Support

Works with Director and student services team to build effective relationships with Northwestern partner offices that support SESP graduate students: Office of International Student and Scholar Support, Graduate Financial Aid, Student Employment, Health Services, Accessible NU, Dean of Students, Northwestern Career Advancement, etc.
Assists with maintenance of the SESP Graduate Student Handbook and other student resources (electronic and print) related to academic support and success, career development, applied components (internships, teacher education practicums and student teaching), Northwestern, and external resources. Research and recommend best practices to ensure continuous improvement.
Assists with maintenance of SESP graduate related departmental and academic program Canvas sites. Research and recommend best practices to ensure continuous improvement.



Records (Academic And Other)

Works with the Recruitment & Admissions team to ensure a smooth transition of student records from admitted students to students who have committed to attending SESP.
Maintain accurate records and ensure alignment with SESP-GS, Northwestern, and governmental policies.
Uses Northwestern’s SES/CAESAR to assist advising team with registration logistics, issue permission numbers for graduate courses, run registration and enrollment reports, resolve registration-related issues, degree audits, application for degrees, etc.
Updates records (student, alumni, community partners – internships, student teaching) in Salesforce and other related platforms.



Research And Reporting

Assists the Director with surveys, research, and reporting efforts across the student life cycle (enrollment, academic probation, graduation, career placement/outcomes, etc.) to respond to SESP, Northwestern, and governmental queries.
Assists with research efforts for ‘best practices’, ‘competitor’, and ‘professional associations’ to support continuous improvement of the SESP-GS student experience improvement.
Miscellaneous

Perform other duties as assigned

Minimum Qualifications:

HS diploma or equivalent required.
4 years' administrative support or other relevant experience required.
Preferred Qualifications:

Experience working with graduate students and within a School of Education, Policy, or related discipline. Familiarity with student services and career development. Strong experience with Microsoft Office, working knowledge of Salesforce, Canvas, Smartsheet, and Qualtrics a plus.