Program Assistant 3, Religious and Spiritual Life

Department: Univ Chaplain
Salary/Grade: NEX/11

Northwestern's Religious and Spiritual Life provides programs, staff, and spaces to help students explore meaning and purpose, grow in their religious or spiritual traditions, and create community. Learn more about Religious and Spiritual Life at Northwestern University: https://www.northwestern.edu/religious-life/index.html

Job Summary:

The Program Assistant coordinates administrative processes and communication, and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. The role creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts leadership and staff of critical issues and upcoming events including wedding and memorial services and other signature events in Parkes Hall and Alice Millar and Vail Chapels.

The Program Assistant will work with the unit's staff, which includes clergy, faculty members, professional program staff, graduate assistants, and student employees. They will support the staff in Religious and Spiritual Life and their spaces including Alice Millar and Vail Chapels, a large event space, and additional prayer spaces. The department also works closely with student organizations and affiliated campus religious centers.

Pay Range: The pay range for this Program Assistant 3 position is $23.00 - $24.74 per hour depending on experience, skills, and internal equity.

Principal Accountabilities:

Coordination 25%

• Verifies invoices and expense reports; and/or reconciles to budget.

Supervision 25%

• Coordinates work of receptionists, program assistants, temporary/work-study students, secretaries, research/clerical assistants, interns, etc.

Accounting 20%

• 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.

Contacts 15%

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

Documents and Databases 5%

• Independently responds to and composes correspondence.
• 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.

Website 5%

• Maintains website and/or blog.
• Manages the department's social media pages and newsletter.
• Creates new web pages and/or updates standard information/data within the application's content management program.

Human Resources 5%

• Initiates full range of HR actions such as new employee department orientation.
• Resolves processing problems during the student staff hiring/termination process.
• Explains HR and onboarding procedures to student staff.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies:

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
• Excellent written and oral communication skills.

Preferred Qualifications:

• Bachelor's degree
• Experience with NU Financials systems
• Experience supervising student workers
• Event planning experience
• Customer service experience

Preferred Competencies:

• An understanding of the confidential and sensitive work of the unit

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 and 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.