Address
Form of workDepartment: Law MSL Program
Salary/Grade: NEX/12
Target hiring range for this position will be between $20.85 to $27.14 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.
Job Summary:
The Master of Science in Law (MSL) degree is the first of its kind in the country, an interdisciplinary master's designed for STEM and STEM-adjacent professionals who are interested in study at the intersection of law, regulation, policy, business, and STEM. The MSL provides focused, practical business and legal training for scientists, engineers, and technologists whose career work will cross disciplines and silos. The MSL program currently has over 600 alumni and approximately 200 students enrolled per year. The MSL exists in two formats: residential full-time and online part-time.
The Program Assistant 4 is a key member of the MSL staff team. The PA4 supports all aspects of MSL program operations, serves as the initial point of contact for MSL students and the public, and works closely with program leadership to execute projects and track the progress of key initiatives. Responsibilities include independent work and coordination of a broad variety of administrative processes and activities, including: database management; budget monitoring and management; data, financial, and general reporting; communications with a variety of stakeholders, including students, faculty, Law School and university staff, alumni, vendors, etc.; monitoring and updating the MSL program's learning management system (Canvas) site; creating and distributing announcements about academic deadlines, program events, and student opportunities; management of MSL program calendars; coordination of campus visits for guest speakers, adjunct faculty, prospective students, and alumni; organizing and managing a variety of meetings, including bi-weekly team meetings - scheduling, setting agendas, and recording minutes as needed; coordination of all logistical arrangements for program events; financial transactions, including processing reimbursements, paying invoices, and initiating journal transfers; reviewing administrative work procedures, polices and operational methods, and promoting best practices; maintaining accurate filing and audit mechanisms; tracking financial & performance metrics; maintaining confidential data in accordance with the Family Educational Rights and Privacy Act (FERPA) and Northwestern University policies. Please note: This position requires the ability to work occasional evenings and weekends as needed in support of program events.
Specific Responsibilities:
Documents & Databases
• Based on analysis, research, and knowledge of subject matter, prepares and compiles correspondence to a wide variety of MSL program stakeholders.
• Creates and maintains complex spreadsheets, databases, reports, queries, charts,
• and surveys, responding to the information needs of the MSL program.
• Creates, maintains, modifies, and/or ensures accuracy of content in various program documents, displays, reports, brochures, social media outlets, and websites.
• Maintains electronic filing systems.
• Creates and edits newsletters and program summaries to facilitate the communications function of the MSL, including material for the student resources site of the learning management system (Canvas) and alumni communications.
• Monitors mail received and sent by the MSL program, makes copies, scans and faxes documents; orders office supplies and maintains office supply inventory.
• Maintains, uses, and shares data in/from Salesforce, Handshake, Cognos, Excel, Canvas, Slate for admissions, student, alumni, graduate employment, departmental financials, and other analysis and reporting.
• Downloads, converts, edits, and posts MSL event and course videos to the MSL website and Canvas, and for use on other platforms. Combines knowledge of Panopto and Zoom for technical aspects and uses knowledge of MSL subject matter for editing and creating clips.
Accounting
• Administers budgets for MSL department, which includes approving purchases, reimbursements, and orders.
• Processes accounting transfers, appropriation and funding changes, deposits, and payroll.
• Completes journal entries.
• Creates and monitors budget statements.
• Verifies that charges are accurate and posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies and outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget and monthly budget reconciliation process.
• Keeps abreast of financial deadlines and policies and works closely with supervisor to maintain adherence to budget policies and best practices.
• Works closely with supervisor to establish internal control processes and appropriate tracking of all financial information.
Coordination
• Works closely with supervisor and other team members to develop and implement program orientation materials and other course materials.
• Helps plan and execute all major MSL program annual events, including orientation, industry associates nights, the MSL Symposium, and graduation-related activities.
• Collaborates with MSL faculty assistants to provide logistical and operational support for MSL faculty.
• Recognizes opportunities for process improvements; proposes and implements new training and system enhancements; recommends and creates tracking mechanisms that facilitate gathering and maintaining data.
• Manages complex scheduling arrangements involving multiple events
• Coordinates and leads bi-weekly team meetings, creates and organizes agenda, and keeps minutes. Leverages subject matter expertise for bi-weekly team meetings and other program meetings as needed.
• Provides support to the MSL Student Governance Committee - attends meetings, records and distributes meeting minutes, assists with student-led initiatives.
• Coordinates MSL program events, including large-scale and complex events and a variety of special and ongoing programming. Responsible for all event details and logistics in executing events and programming.
• Manages a wide variety of program logistics related to advertising, recruitment, registration and enrollment, events, speakers, panels, travel arrangements, reservations, catering, technology, and many others.
• Manages MSL program calendars and email communication.
Communications/Contacts
• Represents the department both internally within the MSL community and externally within the Law School and University communities. Builds and maintains working relationships with Law School and Northwestern University stakeholders.
• Manages and facilitates storage and handling of confidential and critical information.
• Assists in resolving student, faculty, and staff issues and questions.
• Ensures exceptional customer service.
• Regularly communicates with students, faculty, and staff. Develops communication methods for ongoing interactions and special or time-sensitive interactions.
• Responds to unanticipated issues, including often complex situations.
• Primary point of contact for incoming students in the months preceding matriculation.
• Designs process for collecting biographic information, headshots, and more from incoming students. Uses this information to draft a bio document for all students. Edits the information and works with the MSL leadership team to finalize, distribute, and post the document.
• Manages annual t-shirt design competition.
Faculty, Staff and Student Support
• Serves as the primary point of contact for MSL students, answering basic questions, providing information relating to the MSL program, and referring students to appropriate resources.
• Plays an instrumental role supporting course planning. Creates and manages the course planning spreadsheet which contains numerous critical details related to course planning. Includes collecting and managing confidential (faculty salary) information. Communicates with the payroll team and registrar team to ensure that courses, faculty information, and compensation is correctly recorded in several systems.
• Coordinates student events and manages logistics, including booking rooms, and catering needs.
• Coordinates with facilities and technology support to provide necessary resources for MSL courses and program events.
• Supports searches for MSL personnel including both staff and faculty.
• Staffs compressed format evening and weekend courses which includes student and faculty support, managing logistics, providing basic AV services, and briefing adjuncts on current class protocols around Zoom recording, taking attendance, and more.
• Organizes logistics and manages expenses, deposits, and reimbursements for student travel and course-related travel organized by or sponsored by the MSL Program.
Other
• Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
• High school diploma
• 5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Ability to handle many tasks simultaneously, prioritize effectively, and manage time appropriately.
• Ability to work with minimum supervision and be proactive about identifying potential issues and discrepancies and working to find solutions and problem solve.
• Ability to complete regular projects and tasks without supervision except for deadlines and review at completion.
• Ability to project a professional demeanor at all times.
• Ability to work quickly and accurately.
• Comfortable working in a fast-paced environment.
• Strong command of writing and grammar.
• Self-motivated.
• Must be very organized and able to communicate information clearly, accurately, and concisely, in both written and oral form to a diverse group of individuals.
• Must have impeccable attention to detail and the ability to manage multiple tasks.
• Must have excellent problem-solving, multi-tasking, and conflict resolution skills.
Preferred Qualifications: (Education and experience)
• Bachelor's degree preferred or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• Experience in a higher education setting.
Preferred Competencies: (Skills, knowledge, and abilities)
• Experience with Learning Management Systems such as Canvas, Admissions CRM systems such as Slate, and Budget and Reporting Systems such as Peoplesoft Financials and Cognos.
• Experience working with databases.
• Experience working with budgets.
• Strong interpersonal skills.
• Project management skills
• Understanding of the graduate student experience and service required to support the student and alumni journey.
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.
#LI-SA1
Salary/Grade: NEX/12
Target hiring range for this position will be between $20.85 to $27.14 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.
Job Summary:
The Master of Science in Law (MSL) degree is the first of its kind in the country, an interdisciplinary master's designed for STEM and STEM-adjacent professionals who are interested in study at the intersection of law, regulation, policy, business, and STEM. The MSL provides focused, practical business and legal training for scientists, engineers, and technologists whose career work will cross disciplines and silos. The MSL program currently has over 600 alumni and approximately 200 students enrolled per year. The MSL exists in two formats: residential full-time and online part-time.
The Program Assistant 4 is a key member of the MSL staff team. The PA4 supports all aspects of MSL program operations, serves as the initial point of contact for MSL students and the public, and works closely with program leadership to execute projects and track the progress of key initiatives. Responsibilities include independent work and coordination of a broad variety of administrative processes and activities, including: database management; budget monitoring and management; data, financial, and general reporting; communications with a variety of stakeholders, including students, faculty, Law School and university staff, alumni, vendors, etc.; monitoring and updating the MSL program's learning management system (Canvas) site; creating and distributing announcements about academic deadlines, program events, and student opportunities; management of MSL program calendars; coordination of campus visits for guest speakers, adjunct faculty, prospective students, and alumni; organizing and managing a variety of meetings, including bi-weekly team meetings - scheduling, setting agendas, and recording minutes as needed; coordination of all logistical arrangements for program events; financial transactions, including processing reimbursements, paying invoices, and initiating journal transfers; reviewing administrative work procedures, polices and operational methods, and promoting best practices; maintaining accurate filing and audit mechanisms; tracking financial & performance metrics; maintaining confidential data in accordance with the Family Educational Rights and Privacy Act (FERPA) and Northwestern University policies. Please note: This position requires the ability to work occasional evenings and weekends as needed in support of program events.
Specific Responsibilities:
Documents & Databases
• Based on analysis, research, and knowledge of subject matter, prepares and compiles correspondence to a wide variety of MSL program stakeholders.
• Creates and maintains complex spreadsheets, databases, reports, queries, charts,
• and surveys, responding to the information needs of the MSL program.
• Creates, maintains, modifies, and/or ensures accuracy of content in various program documents, displays, reports, brochures, social media outlets, and websites.
• Maintains electronic filing systems.
• Creates and edits newsletters and program summaries to facilitate the communications function of the MSL, including material for the student resources site of the learning management system (Canvas) and alumni communications.
• Monitors mail received and sent by the MSL program, makes copies, scans and faxes documents; orders office supplies and maintains office supply inventory.
• Maintains, uses, and shares data in/from Salesforce, Handshake, Cognos, Excel, Canvas, Slate for admissions, student, alumni, graduate employment, departmental financials, and other analysis and reporting.
• Downloads, converts, edits, and posts MSL event and course videos to the MSL website and Canvas, and for use on other platforms. Combines knowledge of Panopto and Zoom for technical aspects and uses knowledge of MSL subject matter for editing and creating clips.
Accounting
• Administers budgets for MSL department, which includes approving purchases, reimbursements, and orders.
• Processes accounting transfers, appropriation and funding changes, deposits, and payroll.
• Completes journal entries.
• Creates and monitors budget statements.
• Verifies that charges are accurate and posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies and outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget and monthly budget reconciliation process.
• Keeps abreast of financial deadlines and policies and works closely with supervisor to maintain adherence to budget policies and best practices.
• Works closely with supervisor to establish internal control processes and appropriate tracking of all financial information.
Coordination
• Works closely with supervisor and other team members to develop and implement program orientation materials and other course materials.
• Helps plan and execute all major MSL program annual events, including orientation, industry associates nights, the MSL Symposium, and graduation-related activities.
• Collaborates with MSL faculty assistants to provide logistical and operational support for MSL faculty.
• Recognizes opportunities for process improvements; proposes and implements new training and system enhancements; recommends and creates tracking mechanisms that facilitate gathering and maintaining data.
• Manages complex scheduling arrangements involving multiple events
• Coordinates and leads bi-weekly team meetings, creates and organizes agenda, and keeps minutes. Leverages subject matter expertise for bi-weekly team meetings and other program meetings as needed.
• Provides support to the MSL Student Governance Committee - attends meetings, records and distributes meeting minutes, assists with student-led initiatives.
• Coordinates MSL program events, including large-scale and complex events and a variety of special and ongoing programming. Responsible for all event details and logistics in executing events and programming.
• Manages a wide variety of program logistics related to advertising, recruitment, registration and enrollment, events, speakers, panels, travel arrangements, reservations, catering, technology, and many others.
• Manages MSL program calendars and email communication.
Communications/Contacts
• Represents the department both internally within the MSL community and externally within the Law School and University communities. Builds and maintains working relationships with Law School and Northwestern University stakeholders.
• Manages and facilitates storage and handling of confidential and critical information.
• Assists in resolving student, faculty, and staff issues and questions.
• Ensures exceptional customer service.
• Regularly communicates with students, faculty, and staff. Develops communication methods for ongoing interactions and special or time-sensitive interactions.
• Responds to unanticipated issues, including often complex situations.
• Primary point of contact for incoming students in the months preceding matriculation.
• Designs process for collecting biographic information, headshots, and more from incoming students. Uses this information to draft a bio document for all students. Edits the information and works with the MSL leadership team to finalize, distribute, and post the document.
• Manages annual t-shirt design competition.
Faculty, Staff and Student Support
• Serves as the primary point of contact for MSL students, answering basic questions, providing information relating to the MSL program, and referring students to appropriate resources.
• Plays an instrumental role supporting course planning. Creates and manages the course planning spreadsheet which contains numerous critical details related to course planning. Includes collecting and managing confidential (faculty salary) information. Communicates with the payroll team and registrar team to ensure that courses, faculty information, and compensation is correctly recorded in several systems.
• Coordinates student events and manages logistics, including booking rooms, and catering needs.
• Coordinates with facilities and technology support to provide necessary resources for MSL courses and program events.
• Supports searches for MSL personnel including both staff and faculty.
• Staffs compressed format evening and weekend courses which includes student and faculty support, managing logistics, providing basic AV services, and briefing adjuncts on current class protocols around Zoom recording, taking attendance, and more.
• Organizes logistics and manages expenses, deposits, and reimbursements for student travel and course-related travel organized by or sponsored by the MSL Program.
Other
• Performs other duties as assigned.
Minimum Qualifications: (Education, experience, and any other certifications or clearances)
• High school diploma
• 5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Ability to handle many tasks simultaneously, prioritize effectively, and manage time appropriately.
• Ability to work with minimum supervision and be proactive about identifying potential issues and discrepancies and working to find solutions and problem solve.
• Ability to complete regular projects and tasks without supervision except for deadlines and review at completion.
• Ability to project a professional demeanor at all times.
• Ability to work quickly and accurately.
• Comfortable working in a fast-paced environment.
• Strong command of writing and grammar.
• Self-motivated.
• Must be very organized and able to communicate information clearly, accurately, and concisely, in both written and oral form to a diverse group of individuals.
• Must have impeccable attention to detail and the ability to manage multiple tasks.
• Must have excellent problem-solving, multi-tasking, and conflict resolution skills.
Preferred Qualifications: (Education and experience)
• Bachelor's degree preferred or the equivalent combination of education, experience, and training from which comparable skills can be acquired.
• Experience in a higher education setting.
Preferred Competencies: (Skills, knowledge, and abilities)
• Experience with Learning Management Systems such as Canvas, Admissions CRM systems such as Slate, and Budget and Reporting Systems such as Peoplesoft Financials and Cognos.
• Experience working with databases.
• Experience working with budgets.
• Strong interpersonal skills.
• Project management skills
• Understanding of the graduate student experience and service required to support the student and alumni journey.
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.
#LI-SA1
