Department: Kellogg Admissions and Fin Aid Salary/Grade: NEX/12
About the Kellogg School of Management at Northwestern University:
The Kellogg School of Management at Northwestern University is a premier institution for management education. Founded in 1908 and based just outside of Chicago, Kellogg is home to a renowned, research-based faculty and the best and brightest MBA students from around the world.
Global business education is different today because of the teamwork and collaboration models that Kellogg pioneered 40 years ago. And, in the 21st century, Kellogg is truly a different voice in management education: We believe business can be bravely led, passionately collaborative and world changing.
At Kellogg, we are educating, equipping and inspiring leaders to excel in today’s complex Collaboration Economy. As a global community, Kellogg welcomes and embraces diverse perspectives that together enrich learning. Our vibrance can be seen throughout our dynamic community:
Kellogg students learn to build strong organizations that drive value creation in markets, harness the architectures of collaboration, deftly navigate between the private and public sectors, and innovate in the marketplace at firms large and small.
Our world-class faculty are recognized thought leaders who’s teaching and cutting-edge research change how the world thinks about complex challenges affecting business and society.
The school’s powerful global alumni network is 60,000-strong, comprised of true Kellogg leaders who lead top organizations.
About the Position:
The Evening & Weekend Admissions team is looking for a new team member who has a great attitude, demonstrates initiative, possesses a strong work ethic, is solution oriented, collaborative, and coachable, excels in a fast-paced team environment and strives to provide a first class experience to prospective and current students, faculty and administration.
This is a highly visible, critical role that serves as the front line for a very busy Admissions office. This position provides high-level administrative support and world-class client relations to faculty, students, and visitors and is a key member of the Admissions Team. The Program Assistant will be highly engaged with prospective and current students through management of multiple inboxes, phone inquiries and in person interactions at the front desk. They will be responsible for the end to end class visit process and will provide a variety of specialized administrative support, coordination and project management of a variety of administrative process and logistics associated with specials events, expenses, calendar management and travel arrangements. This position requires a high degree of professionalism, customer service, excellent written and verbal skills as well as the ability to manage multiple priorities in a fast paced environment.
Documents & Databases
Prepares and types form letters, memos, emails, labels, routine correspondence, etc.
Types, copies and/or distributes reports, proposals, presentations, etc.
Enters information into spreadsheets &/or databases.
Runs standard reports, creates spreadsheets and surveys as needed
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Completes routine payroll actions.
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.
Represents the department with various levels of personnel both internally & externally managing & facilitating critical information. Provides high –level customer service / client relationship management to ensure a world class experience; ensures visiting administration and other guests are directed to appropriate office or location.
Responds to a high volume of inquiries, information requests in a timely and professional manner
Represents supervisor in routine / standard situations of varying levels of personnel both internally and externally; manages faculty requests as needed. Supports Evening & Weekend team members on programs, special events and projects. Serves as primary substitute for other front desk personnel as needed.
Matching: Connects subject matter experts and students with newly admitted applicants to welcome them to the Kellogg community. Interfaces with Professors, Alum, internal leadership and current students.
Serves as main point of contact for applicants through admissions process: answers questions regarding the application process, assists with admissions events registration, and works with admissions manager to troubleshoot applicant problems/concerns.
Participates in admissions team meetings and communicates updated policies and procedures to supervisor and front desk support team.
Coordinates requests to meet with an Admissions Officer
Manages class visit process for applicants: collaborates with team on faculty outreach and approval, matches requests with availability, communicates with student hosts, creates, distributes class visit welcome packet for applicant, records class visit attendance, makes confirmation calls and identifies areas to improve the visit experience.
Manages admissions general email inboxes as well as class visit email inboxes.
Provides support to admissions team: manage mailings, event confirmation calls, schedule
Processes tuition payments.
Receives student paperwork and forms, including drop/add forms.
Interprets existing policies & procedures; etc.
Orders business cards and stationary.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Willing or likely to take practical action to deal with a challenge or situation.
Receptive to feedback, willing to learn, embracing continuous improvement.
Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid challenges.
Displays consistency and success in adhering to deadlines.
Demonstrates ability to work on multiple projects simultaneously.
Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
Preferred Qualifications: (Education and experience)
Preferred Competencies: (Skills, knowledge, and abilities)
Excellent written and verbal communication skills required.
Strong detail orientation and organizational skills required.
Ability to achieve objectives with minimal direction, demonstrate leadership skills and a self-starter required.
Proficient in MS Office (Excel, Word, PowerPoint, Outlook) required.
Professional demeanor, tactful, respects confidentiality, service-oriented required.
Ability to be agile and pivot with changing priorities required.
Ability to work occasional evenings/weekends required.
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.
Internal Number: 36814
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.