Program Assistant 1 (Part-Time) - International Office
Northwestern University
Localização do trabalho
Evanston, IL, USA
Status de emprego
Meio período
Detalhes sobre a oferta de trabalho
Department: International Office
Salary/Grade: NEX/9
Schedule: Part-Time, 30 Hours/Week
Job Summary
The individual in this role will support daily operations, event planning, and immigration document processing for Northwestern Buffett's Office of International Student and Scholar Services (OISS). They will also serve as Designated School Officials (DSO) for F-1 students and Alternate Responsible Officers for the J-1 Exchange Visitor Program, building capacity for processing immigration document requests in a timely manner, monitoring document request workflows, responding promptly to email inquiries from international students and scholars and planning International Student Orientation activities. Additionally, the individual in this role will cover for any front desk program assistant absences due to vacation, illness, or leaves of absence.
Specific Responsibilities
Documents & Databases
• Prepares & types form letters, memos, emails, labels, routine correspondence, etc.
• Files, faxes as needed
• Proofs for spelling & grammar.
• Enters information into spreadsheets & databases.
• Updates website as needed
Accounting
• Maintains inventory & orders supplies.
• Resolves payment & delivery problems.
• Balances accounts.
• Assists PA2 with monthly budget reporting and billing, maintaining and recording vouchers, expenses and reimbursements in the University’s financial system.
Coordination
• Makes appointments.
• Schedule rooms.
• Arranges for routine technology & refreshments for meetings.
Contacts
• Answers phones, routes callers, takes messages.
• Greets visitors, responds to inquiries, requests & provides routine information.
• Under the direction of the Assistant Director, supports the organization and maintenance of all front desk operations.
• Receives and greets students, scholars, and departmental representatives and provides them with the office or campus resources as appropriate.
• Contacts repair personnel as requested for copy machine, building, etc.
Student and Scholar Services
• Provides information on basic immigration regulations, programs, general requirements & policies & procedures.
• Sets-up & maintains records.
• Assists PA2 with student and scholar intake and outtake duties. These duties include data entry into case management software, initial analysis, employment- based visa requests, and communication with department contacts and scholars in the University enterprise system. Serve as front desk DSO/ARO.
Miscellaneous
• Performs other duties as assigned.
Minimum Qualifications
• A high school diploma or equivalent required.
• 1 year of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Basic knowledge of word processing, spreadsheet, email, and database software programs is required.
• Familiarity with computer programs and applications including MS Word, MS PowerPoint, MS Excel, and email required.
• Basic data entry skills, and experience working in a database.
• The ability to prioritize, plan, organize, and schedule in an efficient and productive manner with attention to detail.
• Excellent verbal and written communication and customer service skills.
• Successfully utilizes multiple software programs independently.
• Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters, and proposals while using appropriate vocabulary and grammar.
• Can successfully communicate across cultures and to non-native English speakers.
• Demonstrates ability to work on multiple projects simultaneously.
Preferred Qualifications
• Experience in a high-volume office setting;
• Bachelor’s Degree
• 1-2 years administrative experience working in an academic environment;
• Experience working with clients from all cultures
• Previous experience with oversight of temporary workers
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
