About the Kellogg School of Management at Northwestern University:
The Kellogg School of Management at Northwestern University develops brave leaders who inspire growth in people, organizations and markets. Based just outside of Chicago, the school is a global leader in management education, renowned for its distinctive thought leadership and pioneering approach to learning. Kellogg offers an innovative portfolio of programs: four Full-Time MBA programs including the accelerated One-Year MBA and Two-Year MBA options, and joint degree programs with the engineering and law schools; a Part-Time MBA Program; the premier Executive MBA global network; and extensive non-degree Executive Education programs.
About the Job:
Coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.
Documents & Databases
Independently responds to and initiates correspondence to students, staff and recruiting partners.
Manages multiple shared CMC e-mail boxes for the department that either require a response or forwarding to respective individuals for attention.
Ensures accurate engagement information is reflected in CMS (attendance tracking for workshops/training/events).
Troubleshoots issues in CMS for coaching appointment schedules.
Responsible for creating databases that track information for effective decision making within the department.
Prepare summary reports, relevant statistics with appropriate tables/charts to communicate information effectively.
Analyzes metrics related to reporting and make recommendations on additional metrics and tools to capture/track data across department.
Assist with monitoring and maintaining accurate information (appropriate dates) and functioning links to correct resources on CMC websites.
Update event information on Kellogg Groups for workshops, atrium hours, employer presentations and other CMC events.
Document and recommend changes to website for department based on feedback from students, department staff and partners.
Process expense reimbursement requests, verifies appropriate documentation and accurate chart-string assignment.
Creates, tracks and monitors department expenses and serves as a backup for report generation.
Serve as back-up for the verification and accurate documentation to support charges.
Prepares and track forms for various department activities such as parking passes, third party consultant documentation, authorization from students related to Treks and other programming.
Serves as back up for reconciling expenses, accounting transfers, and/or appropriation changes.
Researches and responds to inquiries from CMC staff and vendors regarding payment status.
Updates financial transaction spreadsheets and databases such as the contractor coaching invoice/payment.
Serves as back up for generating summary budget reports and statistics as needed.
Assists with processing routine payroll actions and monitoring and processing any student fine payments.
Supports new employee department orientation and depending upon the position, will contribute to onboarding and training.
Assists the department in coordinating interviews and provides support for resolving processing issues that relate to processing paperwork for HR and access to other Kellogg/NU systems.
Coordinates appointment schedules of all CMC coaches as well as manage the CMC room calendars.
Manage reservations for all CMC designated rooms including interview suites.
Manage the collection process for coaching appointment schedules each quarter and ensure they are entered accurately into CMS.
Manage registration and travel for department, which includes coordinating complex itineraries involving domestic and/or international travel, etc.
Coordinates the resume review assignments for contracted consultants for all FT students.
Responsible for coordinating the collection and reporting of all Trek notes into Salesforce to be used by the Employer Relations team and Corporate Partnerships.
Assist the CMC Operations team with student and alumni panel coordination for multiple workshops and events.
Manage the front desk for the CMC Department. Greet students, employers, partners and CMC staff immediately and professionally.
Accurately provides relevant information for all in-person inquiries.
Serves as the primary front facing person for the department and coordinates traffic (students for coaching appointments, employers for recruiting purposes and guest speaker/mock interview partners).
Professionally and efficiently screens and prioritizes all incoming departmental calls.
Responsible for monitoring and responding to the department voicemail and changing outgoing message to specifically address holiday closures and appropriate contact information during On Campus Recruiting.
Provides basic interpretation of policies and procedures.
Researches information to resolve problems or issues.
Manages student urgent requests for un-planned coaching appointments.
Suggests and develops materials that support department efforts to provide best-in-class service to students.
Provide administrative support for student program evaluation.
Recommend alternative processes, tools and materials that would improve the level of service provided to students and internal staff.
Reviews administrative processes and procedures regarding service provided to students through workshops, coaching appointments recruiting and recommends changes.
A high school diploma or its equivalent along with 4 years of administrative support experience is required.
Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
Undergraduate degree in communication, marketing or business.
Experience working in higher education in an administrative role.
Exceptional customer service skills.
Strong interpersonal communication skills.
Able to communicate effectively both verbally and in writing.
Strong analytical skills.
Ability to work effectively independently and within a team.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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.
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 highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.