Program Assistant 4

Job ID: 54041

Location: Chicago, Illinois

Department: Law Library
Salary/Grade: NEX/12

Target hiring range for this position will be between $42,047 – $60,000 per year. 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 Library Program Coordinator coordinates a broad variety of administrative processes & activities for the Pritzker Legal Research Center (PLRC), including overseeing, directing, and responding to administrative matters associated with library operations, events, instruction, research, and/or collections. The Library Program Coordinator works closely with the Library Director and other senior library staff to create, organize, update, support, and maintain departmental processes, policies, workflows, and events, along with associated documentation and communications.

The Library Program Coordinator also coordinates with the Journals Administrative Team that is part of the PLRC to provide administrative support for the activities and production of Northwestern’s student-edited law journals. This includes providing guidance and back-up support to the Journals Program Assistant pertaining to logistics for journals symposia and events, helping direct and respond to student inquiries, helping coordinate with Law School HR for hiring and onboarding summer clerks, and working with the PLRC Director, Deputy Director, Faculty Services & Law Journals Librarian, Financial Coordinator, and Journals Program Assistant to create, organize, update, support, and maintain journals administrative processes, policies, and workflows, along with associated documentation and communications.

This role also provides support to the PLRC through participation in Collection & Bibliographic Services projects, scholarly communications support, and other tasks and duties as assigned.

This is a full-time in-person position with the possibility of some remote work days depending on department operational needs and policies.

Specific 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.

Website

• Oversees creation, design & maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• Organizes information in ways that promotes & encourages use of site.

• Gathers information regarding programs, events, etc.

  
  

Accounting

• Verifies that charges are accurate & posted to the appropriate account
• Assists in preparation of annual budget
• Human Resources
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor’s &/or dept calendar.
• 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.

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.

Student Services

• Refers students to appropriate resources.
• Recommends & implements administrative & procedural changes.

Supervision

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

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.

• 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.

Preferred Qualifications:

• Bachelor’s degree or higher.
• Supervisory experience.
• Prior work experience in an academic law library or law school.
• Understanding of or experience with law journals.

Preferred Competencies: (Skills, knowledge, and abilities)

• Proven ability to develop working relationships across departments.
• Proven interpersonal and diplomacy skills.
• Detail-oriented with strong organizational and problem-solving skills and the ability to manage multiple projects simultaneously against deadlines.
• Ability to identify potential issues or problems, develop solutions, and facilitate communications.
• Ability to work both independently and collaboratively with colleagues in a team environment.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave;tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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 athttps://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 athttps://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.

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