InQbation Lab Office Manager

Department: Innovation and New Ventures
Salary/Grade: EXS/7

Job Summary:

The Office Manager of the InQbation Lab assumes a central role in the management and daily administrative operations of the InQbation Lab. S/He reports directly to the Executive Director of the InQbation Lab and will be the on-site point person for all resident startups and community members while overseeing daily office operations and administration of the space, including financial transactions, event planning, maintaining internal and external websites, communications and other special projects. This role requires effective multi-tasking and the ability to manage complex responsibilities simultaneously. S/He understands policies and business processes and how these components support the Lab's strategic plan. The Office Manager builds and maintains professional, efficient, and knowledgeable interactions with all constituencies across Northwestern and collaborates with all schools and units to ensure timely workflow. The position ensures smooth space management, supports financial and budget tracking, and fosters engagement through coordinated marketing and communications.

Specific Responsibilities:

Space & Site Management

• Serves as the first and primarily point of contact for guests, founders, startups, and community members, providing welcoming and professional guest services, addressing inquiries and providing troubleshooting support.
• Oversees daily space operations to ensure a clean, organized, and fully functional environment, ensuring appropriate presentation of facilities and meeting spaces, maintaining kitchen and lab spaces, and receiving and reviewing incoming requests for space usage and correspondence to determine significance and appropriate response
• Tracks and maintains inventory of equipment, supplies, and furniture, coordinating repairs or replacements as needed.
• Schedules and manages facility maintenance and repairs by coordinating with vendors and service providers (e.g., HVAC, plumbing, electrical, cleaning services).
• Enforces safety and security protocols, including managing access control systems (e.g., keycards, keypads) and ensuring compliance with health and safety regulations.
• Monitors and reports space-related issues to building management or senior leadership.
• Supports space setup and breakdown for events, workshops, and meetings, ensuring layout and equipment are optimized for user needs.

Marketing & Communication

• Develops and implements a consistent, brand-aligned marketing and communications strategy in partnership with the Executive Director.
• Creates, distributes, and manages marketing content, including key messages, digital assets (photos, videos), social media posts, monthly newsletters, external press releases, and program/event promotional materials.
• Monitors and updates the website, ensuring timely and relevant content is displayed.
• Tracks and analyzes key performance indicators (KPIs) to evaluate the growth and engagement of marketing and social media channels, reporting on year-over-year progress.

Event Coordination

• Coordinates and supports the execution of InQbation Lab's events and programs from planning through completion.
• Oversees event logistics, including scheduling communications, sending calendar invites, and coordinating event setup, breakdown, and cleanup.
• Creates and manages event materials, such as flyers, schedules, name badges, and signage.
• Handles catering orders, ensure proper setup and cleanup of food/beverage services, and manage event space aesthetics, including decor as needed.
• Sets up, troubleshoot, and support A/V technology for presentations and virtual meetings.

Budget & Financial Management

• Tracks new startup licenses, including onboarding and offboarding companies.
• Generates and sends monthly rent invoices to startups, ensure timely payment, and manage security deposit tracking.
• Oversees payments of facilities fees and ensure compliance with established procedures.
• Establishes and manages new vendor relationships, ensuring prompt payment of invoices and resolution of any errors or delays.
• Monitors open encumbrances and deficit chart strings to ensure timely resolution of financial issues.
• Reconciles actual expenses against the budget, adhering to Northwestern University's audit guidelines.

Member Support & Customer Service

• Facilitates onboarding for new startups and tenants, ensuring understanding of space policies, procedures, and resources.
• Prepare materials and set up office property for new startup employees and companies, ensuring smooth transitions into the University and Lab systems.
• Acts as the NetID administrator for the unit, supporting network access and user setup.
• Manage space reservations and room bookings for startups, mentors, and event hosts, ensuring timely scheduling and clear communication.
• Conducts personnel out-processing including retrieval of University property, review of exit procedure and next steps, i.e., parking, tax information, returns security deposits, license closures.

Project Management

• Maintains work procedures and standards for the InQbation Lab's activities to improve efficiency and effectiveness of operations. Analyzes processes and operating practices to improve workflow, simplify procedures, and implement cost containments where necessary.
• Build and sustain productive working relationships with various offices, campus partners and other areas within the University. Liaison between INVO, NUIT, Office for Research Safety, Facilities Management, Building management office/security
• Manages /the InQbation Lab calendar, scheduling meetings, and arranging travel.

Minimum Qualifications:

• Bachelor's degree; relevant experience working in a university or research environment; or equivalent combination of education, experience and skills
• Minimum of 2 years of professional work experience required, preferably in an academic institution
• Experience managing projects required.
• Experience independently managing complex office operation, administrative and personnel matters.
• Understanding of University policies and business practices and academic culture.

Minimum Competencies: (Skills, knowledge, and abilities.)

• High degree of professionalism; ability to work with individuals at all levels of the University
• Proven ability to communicate effectively with a wide range of constituencies required.
• High level of writing and presentation skills for both groups and one on one
• Proven experience in planning, development and implementation of processes.
• Ability to successfully maintain perspective and vision under pressure.
• Ability to manage multiple tasks and competing priorities simultaneously; meet tight deadlines with a strong attention to detail
• Considerable skill in working both independently and as part of a team required.
• Demonstrated competence with Microsoft Office products for communications, data collection and manipulations required.
• Demonstrated outstanding written, verbal, analytical and interpersonal skills required.
• Ability to handle confidential information with utmost discretion
• Strong analytical, research, and organizational skills
• Project management and decision-making skills
• Proficiency with Microsoft Office, Cascade, Adobe Suite

Preferred Qualifications:

• Bachelor's Degree, preferably in Business Administration, Higher Education or Public Administration, or in another related field.
• Prior experience in an administrative capacity in academia.

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity with Northwestern University and its organizational structures, processes and procedures is preferred.

Target hiring range for this position will be between $67,000-$70,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

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