Job Summary: Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including website design; & management of supervisor(s) &/or dept'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.
This position provides high-level administrative support and world-class client relations to faculty, students, and visitors and is a key member of the Academic Events Team. The position highlights customer service and hospitality, creative and flexible thinking, and a collaborative spirit with a desire to learn in an academic environment. Engagement in specialized support, coordination and project management of variety of administrative processes & logistics associated with academic events including synchronizing annual tenure-line faculty recruiting events, organizing faculty activity reporting, orchestrating research seminars, managing visitor relations including travel and accommodations, and monitoring and tracking PhD student status and progress. This position is focused on delivering hospitality expertise to maximize the research impact of our faculty and scholars.
Specific Responsibilities: Website
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 purposes
Coordination: Academic Events
Manages supervisor's &/or dept calendar.
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 all logistics for annual faculty recruiting efforts including overseeing the faculty recruiting system; directly supports the department manager and faculty recruiting chair throughout the recruiting cycle; provides high-level hospitality to all recruiting candidates; works collaboratively with financial coordinator to ensure timely expense reimbursements;
Creates and systematizes regular status reporting to The Office of Faculty Affairs.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Plans, organizes and executes all project details related to academic events.
Synchronizes details, aligns units and communicates across various units and teams to produce unified events that support the academic mission.
Represents the dept, 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
Interacts closely with faculty leadership to manage visitor schedules and accommodations.
Interacts with scholars including PhD students and visiting researchers; ensures scholar integration into the research environment.
Collaborates and coordinates with area team members to ensure alignment across functional experts
Performs other duties as assigned.
A high school diploma 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, email, and database software programs.
High level customer service and client relationship management
Outstanding organization, time management and communication skills
Diplomatic/ uses good judgment.
Comfortable working in a team environment.
Preferred Qualifications: • Bachelor degree • Higher education or hospitality industry experience
Preferred Competencies: (Skills, knowledge, and abilities) • Project management experience
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: 37774
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.