Student Program Assistant 4

Salary/Grade: NEX/12

About McCormick

Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.

Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.

Job Summary

Coordinates a broad variety of administrative processes & activities such as database, budget, & HR – maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept’s multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.

The Program Assistant 4, Student Program Assistant, coordinates academic and administrative processes related to the conduct of Electrical &Computer Engineering (ECE) graduate programs and student services. Guides students through admissions process; advise students of program requirements; maintain student records; coordinate events; coordinates content maintenance of web pages and databases.

Supports the Graduate and Undergraduate Chairs and programs, which includes classroom requests, distribution of permission numbers, and tracking student milestones while at the university. Works with faculty members to determine course schedules.

Responsibilities

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor’s information objectives.
• Prepares letters, mailings, and other correspondence
• Processes and maintains pertinent records and files (admissions and offers)
• Creates admission year’s orientation notebook.
• Manages all forms required – change of grade, add/drop, advisor list and materials for two Undergraduate and Graduate programs.

Coordination

• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
• In cooperation with the DGS and Assistant Chair, coordinates administrative processes associated with Electrical & Computer Engineering graduate programs and student services, such as recruitment, admissions, applications, registration, reservations, service communications, and graduation using the Graduate Admissions Tracking System (GATS)
• Tracks plan of study, completion of degree requirements, committee meetings, qualifiers and thesis.
• Provides student status update to DGS and Assistant Chair.
• Enters final approval for degree in SES.
• Attends meetings as program representative
• Coordinates faculty group meetings to determine financial offers to prospective students.
• Assists faculty in the nominations to International Summer Institute.
• Assists in determining quarterly Graduate Assistants assuring completion of Versant test and CTECH scores as appropriate
• Works with Associate Chair on course offerings, course registrations, course cancellation, faculty teaching assignments and in identifying adjunct teaching needs.
• Collects course offerings and scheduling from areas with the department
• Coordinates all McCormick class scheduling requirements in CLSS.
• Monitors class enrollment, class scheduling/conflicts; advance registrations, etc.
• Monitor textbooks requirements and order textbooks each quarter
• Assists in ABET accreditation for CEE; Graduate Program Review.
• Assist faculty and DGS to track and manage graduate student progress with Graduate Student Tracking System (GSTS)

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.
• Responds to inquiries from prospective students, students, staff, faculty, or the public about program requirements.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

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.