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IDEAS Program Assistant

Deadline: 12:00am, December 15, 2018


This position provides administrative support for the NSF funded IDEAS program (, which trains graduate students in data science skills. Responsibilities include updating the IDEAS website, email correspondence with program leaders and participants, coordinating regular group meetings (including room reservations, scheduling, ordering catering, and setting up refreshments), coordinating with other NU units, assisting with program evaluation and reporting, maintaining program records, and creating posters and other documents. Applicants with sufficient expertise may also be responsible for development or redesign of the IDEAS website. The position will work closely with the IDEAS program coordinator.

As a Program Assistant 2, the position provides a variety of clerical & administrative support which may include drafting & typing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, &/or presentation software; basic bookkeeping; screening calls & visitors; preparing agendas & making arrangements including travel, etc. for meetings & special events; &/or managing supervisor’s &/or dept calendar.

Please note: This is a half-time (20 hours/week) term position with an end date of 3/31/2020.

Opportunity for renewal will be based on performance and available funding.

Apply via Northwestern Careers:  Apply Now

Or visit the Northwestern Careers page and search for Job ID 34853.


Specific Responsibilities

Documents & Databases

  • Proofs for spelling & grammar.
  • Enters information into spreadsheets &/or databases.
  • Compiles routine reports, statistics, tables, charts, etc. from readily available information.


  • Coordinates content maintenance of websites &/or blogs.


  • Processes accounts payables &/or receivables.
  • Enters, tracks, & maintains documentation & logs of financial transactions.


  • Coordinates supervisor’s &/or dept calendar.
  • Coordinates registration & travel.
  • Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.


  • Provides information via phone, e-mail, mail, etc.
  • Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.

Student Services

  • Reviews student files/records for academic progress & referral

Performs other duties as assigned.

Minimum Qualifications
  • A high school diploma or equivalent required.
  • 2 years of administrative support or other relevant experience required.
Minimum Competencies

(Skills, knowledge, and abilities)

  • Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Preferred Qualifications
  • A bachelor’s degree.
  • 1 year of web development experience.
Preferred Competencies

(Skills, knowledge, and abilities)

  • Web development expertise.

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.