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:
The Administrative Assistant 4 coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications including internal marketing; & management of supervisor(s) &/or dept's multiple calendars & events. This role 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.
Please Note: Occasional weekend and evening work (15%) is necessary. Workspace may be in high-volume area.
Documents & Databases
Inputs and manages registration for workshops, coaching appointments for mock interviews
Reviews and revises as needed student interface systems, optimizing timing, ease of use, access.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Participates in oversight of website &/or social media content ensuring ease & practicality of use for targeted audience & objective.Actively engages in and promotes use of social media tools among various constituents.
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 as needed.
Creates & monitors budget statements in conjunction with department DA.
Assists in balancing accounts at close of fiscal year.
Assists in preparation of annual budget.
Coordinates administration of all HR actions from hiring to termination.
Supports staff &/or academic searches. Spearheads onboarding process across dept.
Recommends & implements changes to administration of HR policy & procedures for CMC.
Manages Managing Director’s, Directors of Employer Relations, Coaching, International & dept calendar, streamlines information/event sharing and actively promotes optimization of dept calendar, shared files, and other communication tools.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Arranges & cancels meetings based on knowledge of subject & attendees.
Coordinates large scale &/or complex events.
Ensures that all logistics such as advertising, registration, speakers, international travel arrangements, venues, catering, technology, etc. have been completed.
Represents the CMC, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
Responds to unanticipated & complex issues.
Coordinates student coaching process.
Reviews & registration for workshops/coaching appointments, etc..
Refers students to appropriate resources.
Counsels students regarding alternatives for course requirements.
Participates in evaluation of program & resource planning.
Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.
Performs other duties as assigned.
A high school diploma or its equivalent along with 5 years of administrative support experience is required
Experience optimizing administrative processes or workflow
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of MS Word, Outlook, Excel and PowerPoint required
Superior customer orientation with sustained willingness to positively impact customers
Ability to multi-task and prioritize in a high-volume, high-pressure environment
Preferred Qualifications: (Education and experience)
4-6 years of relevant experience
Demonstrated experience in high-pressure, high-volume environments
Experience with MBA population, recruiters, and alumni
Understanding of career development practices
Demonstrated experience vetting and offering recommendations on vendors across multiple platforms
Experience leading cross functional administrative teams
Preferred Competencies: (Skills, knowledge, and abilities)
Understanding of MBA Focus software
Understanding of Salesforce and Salesforce Chatter
Understanding of University accounting system or similar
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.