Northwestern University · 10 hours ago
Program Assistant 3
Chicago, IL
Full-time
Onsite
Mid Level
$39K/yr - $50K/yr
4+ years expNorthwestern University is seeking a Program Assistant 3 for their Law Administration department. The role involves providing customer service and administrative support to the Facilities Department, managing space reservations, and assisting with financial responsibilities.
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Responsibilities
Provides Facilities Department customer service and transactional support for the Pritzker School of Law community: responds to walk-ins, telephone and email inquiries/requests; serves as primary contact for all general maintenance needs; responds to A/V hotline calls and dispatches technician support; serves as liaison between law school community (faculty, staff and students), central Facilities Management, and various trade groups
Maintains and updates room key inventory and provides building access (Wildcard) programming support
Serves as initial contact for all law school space reservation/rental requests from internal, university and external clients: coordinates events; reserves space; arranges for routine materials, technology and refreshments in coordination with staff, trade shops and vendors; provides cost estimates, contracts and invoices
Administers/programs event-related data in Event Management Systems (EMS) database; arranges and conducts facilities tours with potential space rental clients
Aids Special Events Manager and Facilities Operations Manager with all space reservation/rental requests and follow-up; runs reports to review space utilization
Provides high-level administrative support to the Assistant Dean of Facilities and Information Technology
Coordinates supervisors’ and department’s complex activities and calendars including conference registrations and travel arrangements
Serves as first point of contact in Facilities and Audio Visual departments; assists walk-ins and answers main phone line; assists with copy and mail service inquiries; opens and sorts mail; provides photocopy, scan, and fax support; orders office supplies and maintains office supply inventory, etc
Responsible for responding to inquiries, provide basic interpretation of policies and procedures, researches information to resolve problems
Responds to visitor parking and access needs
Prepares documents; proofs for spelling and grammar; enters tracking information into spreadsheets and/or databases; compiles routine reports, statistics, tables, charts, etc. from readily available information
Organizes seasonal Facilities/AV team outings, scheduling time in Outlook, reserving space, in coordination with Special Events Manager
Assists with Facilities Department financial responsibilities in coordination with Associate Director of Facilities, Facilities Operations Manager and Financial Assistant
Processes expense reports, accounts payable and/or receivables; verifies income and/or expenses; resolves discrepancies and over/under budget problems, etc
Assists with reconciliation of accounts, reviewing budget statements, investigating and resolving discrepancies and preparing budget reports and spreadsheets
Coordinates content maintenance of Facilities Department webpage: plans, composes and posts information and announcements; regularly edits/updates existing material
Performs other duties as assigned
Qualification
Required
A high school diploma or its equivalent is required, along with 4 years of administrative support experience
Excellent computer skills, including proficiency with Microsoft Word and Excel
Strong communication skills both verbal and written
Ability to work independently
Ability to prioritize work and handle multiple tasks simultaneously
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required
Ability to lift at least 25 lbs
Preferred
Bachelor's degree or the equivalent combination of education, experience, and training from which comparable skills can be acquired
3+ years work experience in an administrative capacity, preferably in an academic or not-for-profit environment
Computer proficiency with Microsoft Office, Outlook, specifically Word, Excel, and PowerPoint
Excellent communication skills, both verbal and written
High level of customer service orientation and attention to detail
Ability to multi-task, contribute to a team-oriented environment, work under minimal supervision, and demonstrate excellent problem solving skills
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Employee career development in all circumstances
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
Recent News
2026-01-25
Digital Journal
2026-01-23
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