The Academic Events Coordinator provides high-level administrative support and world-class client relations to faculty, students, and visitors and is a key member of the Academic Events Optimization Team. The position highlights customer service and hospitality, creative and flexible thinking, and a collaborative spirit with a desire to learn and develop in an academic environment. The Coordinator provides specialized support, coordination and project management and oversees logistics associated with academic events and courses. In this particular case, the Coordinator will support both the Director of the Management Communication Program as well as the Director of Women’s Leadership and will work closely with these two faculty leaders to manage and execute events (including logistics and event planning and promotion), support key programs and projects, liaise with student leaders, alumnae speakers, and onboard/support adjunct faculty.
Additionally, the Coordinator coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or department’s multiple calendars & events. Reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. The Coordinator will assist in travel planning for alumnae speakers for student co-curricular programming.
Website and Canvas Sites
Helps develop and oversees maintenance of website &/or blog content ensuring ease & practicality of use for targeted audience & objective.
Responsible for maintaining content, photography and media feeds on the department and associated faculty sites.
Conducts regular audit and quality assurance checks to ensure up-to-date and relevant information.
Works collaboratively with Kellogg Marketing & Communication to ensure branding standard and guidelines are met.
Organizes information in ways that promotes & encourages use of site.
Gathers information regarding programs, events, etc.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Oversees faculty profile web sites; ensure publication information is entered using data standards.
Monitors sites for relevant and current information.
Works closely with faculty members throughout the year and during the annual faculty activity reporting period to ensure all activity reporting is entered accurately and on-time for reporting
Administers budgets for awards &/or department which may include approving purchases, reimbursements &/or orders.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Administer budgets &/or accounting balances for multiple awards.
Coordination: Academic Events and Co-Curricular Programming
Manages supervisor’s calendars.
Creates and prepares faculty information sharing resources such as Google docs, Share Point and various events coordination platforms
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Coordinates all logistics associated with weekly, monthly and annual research seminars, conferences, and recruiting and job market events; ensures all accommodations, communications, one-on-one meeting schedules, facilities and catering are coordinated successfully.
Ensures all visitors have the appropriate accommodations including parking, hotel, airport travel, dining, etc.
Collaborates and coordinates with department team and course logistics team to ensure alignment and to develop best practices.
Communicates with Corporate Partnerships, Marketing & Communication and the Office of the Dean Life to ensure all visitors are receiving appropriate Kellogg touch.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Coordinates a wide range of events that include outside speakers and consultants. Handles a wide range of logistics including securing rooms, managing RSVPs, creating follow up surveys. Helps market and promote programs to students through creativity and working with student groups as partners. Serves as a key point of contact for questions providing excellent customer service.
Coordinates logistics for Women’s Leadership Seminars and other co-curricular programming.
Ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
Plans, organizes and executes all project details related to academic and co-curricular events.
Synchronizes details, aligns units and communicates across various units and teams to produce unified events that support the academic mission.
Represents the department, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Provides high-level customer service / client relationship management both internally and externally to ensure world class hospitality and accommodations; ensures all visitors are synchronized with the appropriate functional areas of support
Responds to unanticipated & complex issues.
Supports faculty on key projects by helping manage/track deadlines, conducting relevant research, coordinating with departments across the school and with external vendors.
Performs other duties as assigned.
An associate’s degree or its equivalent along with 5 years of administrative support experience is required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of word processing, spreadsheet, PowerPoint, email, and database software programs.
High level customer service and client relationship management
Outstanding organization, time management and communication skills
Preferred Competencies: (Skills, knowledge, and abilities)
Project management experience
Outstanding organizational skills
Exceptional interpersonal skills
Strong writing skills
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: 37773
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.