Program Assistant

TO APPLY: Interested candidates should attach a cover letter and resume, both as PDF documents, to their application in the Newberry Career Center. Applications sent without both a resume and cover letter will not be considered. To be considered for this role, applicants must be authorized to work in the United States without sponsorship.

ABOUT THE NEWBERRY: The Newberry collection—some 1.6 million books, 600,000 maps, and 5 million manuscript pages—is a portal to more than six centuries of human history, from the Middle Ages to the present. We connect researchers and visitors with our collection in the Newberry’s reading rooms, exhibition galleries, program spaces, classrooms, and online digital resources.

Since its founding in 1887, the Newberry has remained dedicated to deepening our collective understanding of ourselves and the world around us. As individuals engage with Newberry collections and staff, they discover stories that bridge the past and present and illuminate the human condition.

The Newberry’s community of discovery is driven by a shared commitment to promoting research, inspiring learning, and using inquiry across the humanities as a tool to engage critically in a vibrant democratic society.

SUMMARY: Reporting to the Vice President of Research and Education, the Program Assistant provides administrative support to the Vice President and five center directors to enable the smooth functioning of each center and to support the variety of academic and educational programs offered by Research and Education.

RESPONSIBILITIES:

• Assists the Vice President and five center directors in scheduling meetings and room reservations 
• Coordinates or assists with the hosting functions for Research and Education’s varied academic conferences and programs, including managing catering, hotel and dinner reservations, and guest welcoming and support
• Sets up and hosts virtual meetings, when necessary
• Communicates with academic program participants to answer queries and assist with logistics of their participation 
• Provides backup support, when necessary, for Research and Education program coordinators and program managers on management of software systems
• Coordinates, completes, and maintains the smooth and timely processing of invoices and check requests for all Research and Education activities 
• Provides additional staff support for collections presentations
• Monitors and orders supplies for Research and Education
• Offers building tours to fellows or visitors
• Performs other tasks or activities as needed for the achievement of the goals of Research and Education’s Vice President and center directors.

QUALIFICATIONS:

Required:

• High school diploma or GED certificate; 
• Professional demeanor in communication with diverse users and staff in person, by email, and by telephone; 
• Ability to work independently and in a team, take initiative, organize, and prioritize work; 
• Ability to sustain close attention to detail; 
• Excellent organizational and project management skills; 
• Strong computer hardware and software skills, including experience with Microsoft Office (Word, Excel, Outlook) programs and ability to learn new applications quickly; 
• Discretion in handling confidential materials. 

Preferred:

• Experience in office work or two years of college; 
• Strong interest in the humanities.

SCHEDULE: This is a full-time, nonexempt position, working 35 hours per week, with normal hours generally from 9:00 AM-5:00 PM, Monday through Friday. Work outside of these hours may be required. While a remote work arrangement is possible, the incumbent will primarily work onsite.