The Program Assistant 1 provides standard & routine clerical & administrative support which may include word processing, data entry, ordering supplies, opening & sorting mail, copying, filing, faxing, answering phones, greeting visitors, providing information, &/or scheduling meetings.
Answer multi-line phone and using an electronic patient management system: schedule patient triage, intake and psychiatric consultation appointments for students. Check-in students for appointments; assisting with paperwork as necessary. Handle crisis calls from students, parents, faculty & staff and refer to emergency on-call counselor.
Documents & Databases
Prepares & types form letters, memos, emails, labels, routine correspondence, etc.
Post and at times create, signage throughout the building regarding renovations, repair work, and upcoming events
Types, copies &/or distributes reports, proposals, presentations, etc.
Proofs for spelling & grammar.
Enters information into spreadsheets & databases.
Responsible for maintaining key box;
Ensures there are enough sets of keys for move-ins;
Perform an annual key audit;
Responsible for entering and tracking of keys in the key database;
Input, post and maintain data for the McManus Hall Directory
Runs standard reports.
Uploads content to faculty/department website.
Maintains inventory & orders supplies.
Serves as back-up for ordering supplies
Resolves payment & delivery problems.
Processes petty cash, travel & parking reimbursements, grant expenses, invoice payments, etc.
Prepares forms & verifies information.
Completes registration & travel arrangements.
Arranges for routine technology & refreshments for meetings.
Uses scheduling software to schedule triage, intake, crisis and psychiatric consultation appointments.
Retrieves overnight messages - promptly relay messages to staff or daytime on-call counselor as necessary.
Answers phones, routes callers, takes messages.
Greets visitors, responds to inquiries, requests & provides routine information.
Contacts repair personnel as requested for copy machine, lab equipment, etc.
Answer multi-line phone and coordinate messages and flow of information to appropriate clinical staff.
Uses discretion and tact to handle crisis calls from students, faculty, and parents - contacts on-call counselor/schedules appointments as necessary.
Notifies afterhours counseling service of on-call schedule changes.
Contacts facilities management for department work orders.
Provides information on courses, general requirements & policies & procedures.
Sets-up & maintains records.
Reviews forms for completeness, etc.
Coordinates class schedules and registration.
Coordinates copyright clearance.
Check-in students for appointments; assist with appropriate paperwork as necessary.
Assists with presentation and advertising materials for outreach programs.
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.
Excellent customer service skills
College degree and/or administrative support experience in a counseling or mental health clinic.
Preferred Competencies: (Skills, knowledge, and abilities)
Commitment to providing a high level of service and working in a team environment
High degree of professionalism
Familiarity with general business practices
Attention to detail
Ability to handle confidential information with utmost discretion
Excellent interpersonal, oral, and written communication skills
Ability to handle multiple tasks simultaneously and under tight deadlines
Ability to be flexible and adjust to the changing priorities of the office
Excellent oral and written communication skills
Project management skills
Strong analytical and organizational skills
Analytical and critical thinking skills
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines\
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 33989
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.