Kellogg School of Management is seeking an energetic, well-organized Business Administrator to support our Dean’s Office. The Business Administrator will be responsible for supporting calendar and email management, submitting expenses, planning complex travel, and project work centered on the priorities of the Dean. The Business Administrator must have a service-minded work ethic and the ability to manage a variety of priorities. Reliability, discretion, and professionalism in dealing with senior leaders and confidential information are critical in this role. The successful candidate will have the ability to operate independently and react with appropriate urgency to situations that require a quick turnaround.
Administers operational, financial, & business functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.
EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
EE administers policy
Budget & Financial
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Directly responsible purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Ensures prompt payment of invoices, researching errors/delayed transactions.
Monitors open encumbrances & deficit chart strings.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Supports day-to-day operations.
In partnership with the Associate Director, manages the Dean’s calendar, proactively resolving complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
Support daily mail needs with FedEx, UPS, and other internal and external parties, as necessary, including hand-delivery to campus locations
Prep meeting rooms based on requirements and coordinates catering needs; offers guests hospitality.
Coordinate printing orders for the Dean’s Office including business cards and letterhead.
Order and inventory supplies and researches requests for special items on behalf of the Dean or the Dean’s Office team.
Communications & Outreach
Manages website, assuring updates are made in a timely manner.
Supports the execution of numerous special events throughout the year, assuring all logistics are complete.
Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
Issues work order requests for maintenance, repairs & upgrades.
Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
Develops innovative methods to assist faculty & staff with adherence to compliance programs.
Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
Coordinates the preparation and delivery of all briefing documents for international travel and large-scale events for the Dean and interfaces with all levels of external organizations, as necessary.
Resolves student issues.
Serves as project manager for the annual Holiday Card distribution
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
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