Department: WCAS Psychology Salary/Grade: NEX/11 Job Summary: The Undergraduate Program Assistant for Department of Psychology and Cognitive Science Program plays an important role in supporting the administrative processes and day-day operations for both programs. Assists Directors of both undergraduate programs with student service responsibilities by scheduling advising appointments, answering heavy undergraduate email box; review of course schedules; managing complex registration procedures, distribution of permission numbers, declaration of major/minor forms, web updates, coordinates events, and coordinates undergraduate communication. In addition, this position responsibilities include general office duties of answering phone calls; supports visitors, distribution of mail; maintains and orders supplies, copying, ensures operation of office equipment, ordering and distribution of keys, and submits standard facilities requests. Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. Specific Responsibilities : Documents & Databases 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.5. Website Maintains websites and/or blogs. Creates new web pages and/or updates standard information/data within the application’s content management program. Accounting 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. Maintains accounting balances for grants/contracts. Human Resources Initiates full range of HR actions such as new employee dept orientation. Resolves hiring, termination, etc. processing problems. Drafts job descriptions. Explains HR procedures. Coordinations Manages supervisor's and/or undergraduate student advising appointments and emails with department advisors. Manages registration and travel for undergraduate students. Organizes and coordinates events which may include creating timelines, scheduling rooms &/OR guest speaker & arranging for routine materials, technology & refreshments. Collects agenda items and background materials. Creates registrant profiles. Coordinates complex itineraries involving domestic and/or international travel, etc. Prepares annual event, conference and/or meeting budget. Verifies invoices and expense reports; and/or reconciles to budget. Coordinates distributions of research participant parking passes and visitor parking passes. Operates department scantron machine. Contacts Screens and prioritizes incoming calls. Provide information via phone, email, Zoom or Microsoft Teams. Responds to inquiries. Provides basic interpretation of policies and procedures. Researches information to resolve problems or issues. Contacts repair personnel as needed for office equipment. Initiates facilities management requests for building issues and key requests. Tracks and distributes key requests and troubleshoot issues. Opens office promptly at 8:30am and maintains the general office appearance, updates department bulletin boards and Canvas. Student Services Provides a variety of administrative support for student services such as major/minor requirements, registration, general requirements & policies/procedures for undergraduate students. recruitment; admissions; applications; curriculum; program evaluation. Reviews and processes all required forms for completeness, etc. Communicates with Registrar. Assists with coordination of the psychology and cognitive science program honors program. Recommends alternatives for course requirements. Reviews administrative processes and procedures regarding student services and recommends changes. Supervision Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, research/clerical assts, interns, etc. Miscellaneous Performs other duties as assigned. Minimum Qualifications: A high school diploma or its equivalent along with 4 years of administrative support experience is required. Minimum Competencies: (Skills, knowledge, and abilities.) Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required. Preferred Qualifications: Excellent customer service skills; better than average oral and written communication skills; comfortable with scheduling software; self-starter when necessary. Strong Excel and Outlook experience. 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 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.