Program Assistant 4, Student Life

Department: Kellogg Undergrad Certificate
Salary/Grade: NEX/12

Job Summary:

About the Kellogg School of Management at Northwestern University

The Kellogg School of Management at Northwestern University is a premier institution for management education. Founded in 1908 and based just outside of Chicago, Kellogg is home to a renowned, research-based faculty and the best and brightest MBA students from around the world.

Global business education is different today because of the teamwork and collaboration models that Kellogg pioneered 40 years ago. And, in the 21st century, Kellogg is truly a different voice in management education: We believe business can be bravely led, passionately collaborative and world changing.

At Kellogg, we are educating, equipping and inspiring leaders to excel in today's complex Collaboration Economy. As a global community, Kellogg welcomes and embraces diverse perspectives that together enrich learning. Our vibrancy can be seen throughout our dynamic community:

• Kellogg students learn to build strong organizations that drive value creation in markets, harness the architectures of collaboration, deftly navigate between the private and public sectors, and innovate in the marketplace at firms large and small.
• Our world-class faculty are recognized thought leaders who's teaching and cutting-edge research change how the world thinks about complex challenges affecting business and society.
• The school's powerful global alumni network is 60,000-strong, comprised of true Kellogg leaders who lead top organizations.

About the Position

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.

The Administrative Assistant role is a highly visible, critical role that serves as the front line for a very busy MiM and MBA Program office. This position provides high-level administrative support and world-class client relations to faculty, students, staff and visitors and is a key member of the team.

Please note: Position works Monday - Friday in person 8:15 - 4:45. Occasional evening and weekend work may be required.

Specific Responsibilities:

Documents & Databases

• Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
• Independently responds to and composes correspondence, including student letters.
• Tracks MiM student attendance and other requirements.
• Manages exam and document pick up for students and faculty.

Website/Communications

• Oversees creation, design & maintenance of MiM and CPU websites, Canvas sites &/or blog content ensuring ease & practicality of use for targeted audience & objective.
• 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 MiM and CPUwebsites.
• Creates and updates flyers, bulletin boards and digital monitors for students.
• Creates and manages events in CampusGroups, posts and responds to messages in the MiM/CPU mailboxes and Slack channels

Accounting for MiM

• Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
• Processes accounting transfers, appropriation & funding changes, deposits, & payroll.
• Completes journal entries.
• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.
• Reconciles accounts.
• Resolves discrepancies &/or outstanding encumbrances.
• Assists in balancing accounts at close of fiscal year.
• Assists in preparation of annual budget.
• Administer budgets &/or accounting balances for multiple awards.
• Receives and manages orders; organizes supplies for early career programs

Human Resources

• Coordinates administration of all HR actions from hiring to termination.
• Supports staff &/or academic searches.
• Recommends & implements changes to administration of HR policy & procedures for unit/dept.

Coordination

• Manages supervisor's &/or dept calendar.
• Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
• Sets-up & 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.

Contacts/Student Engagement

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Greets everyone who enters office suite as one of two front desk personnel.
• Responds to requests from Evening and Weekend and MiM students and faculty.
• Screens and prioritizes incoming calls.
• Provides high -level customer service / client relationship management to ensure a world class experience; ensures visiting administration and other guests are directed to appropriate office or location.
• Represents MiM team in routine / standard situations of varying levels of personnel both internally and externally; manages faculty requests as needed.
• Manages Wildcard, nameplate and nametag procurement process.
• Provides faculty and course support for MiM, EWMBA, EMBA and Exec Ed as needed, including printing, copying and sharing exams.
• Liaison with KIS, facilities and other Wieboldt offices.
• Liaison with Academic Affairs for course scheduling and academic calendars.
• Liaison with Academic Experience for tutoring programs and exam schedules.
• Responds to unanticipated & complex issues.

Student Services/General Office

• Coordinates student recruitment & admissions process.
• Refers students to appropriate resources.
• Participates in evaluation of program .
• Recommends & implements administrative & procedural changes.
• Participates in team meetings.
• Manages Wildcard, nameplate and nametag procurement process.
• Manages services for students such as UPass.
• Provides a variety of administrative support for student services, such as onboarding and offboarding, engagement, and program evaluation.

Supervision

• Coordinates work of receptionists, program assts, temporary/work-study students, secretaries, clerical assts, interns, etc.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

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

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Willing or likely to take practical action to deal with a challenge or situation.
• Receptive to feedback, willing to learn, embracing continuous improvement.
• Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
• Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
• Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid challenges.
• Displays consistency and success in adhering to deadlines.
• Demonstrates ability to work on multiple projects simultaneously.
• Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

Preferred Qualifications:

• B.A. or B. S. degree

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent written and verbal communication skills required.
• Strong detail orientation and organizational skills required.
• Ability to achieve objectives with minimal direction, demonstrate leadership skills and a self-starter required.
• Advanced proficiency in MS Office (Excel, Word, PowerPoint, and Outlook) required.
• Professional demeanor, tactful, respects confidentiality, service-oriented required.
• Ability to be agile and pivot with changing priorities required.
• Ability to work some weekends and evenings as required

Target hiring range for this position will be $23.00 - $25.50 per hour. 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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