Coordinates a broad variety of administrative processes & activities such as database, budget, & HR - maintenance & reporting; communications; & 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.
About the Position The Program Assistant will be integral in shaping and carrying out operational and customer-success best practices within the Kellogg Sales Institute – a burgeoning and dynamic academic center within the Kellogg Executive Education organization. The Program Assistant will manage a broad variety of administrative processes, internal stakeholders, and external clients, all while striving to model a standard of excellence that is currently associated with the Kellogg Sales Institute baseline for doing business. The Program Assistant will be expected to engage in project management and demonstrate agility as part of this growing and innovative offering within the Kellogg portfolio.
The position will be managed by the Senior Program Manager and will work closely with associated faculty and follow Executive Education colleagues. Day-to-day work will include (but not be limited to) thoughtful execution of the following: calendar and/or department’s calendar/event schedule, event management, expense tracking, travel coordination, as well as administrative work procedures, policies & operations methods including CRM system and data management. Superior written and verbal communication skills, experience interacting with C-suite level individuals, and ability to maintain positive demeanor while managing multiple work-flows will all be assets for a successful Program Assistant at the Kellogg Sales Institute.
Documents & Databases
Based on research, &/or knowledge of subject matter prepares & compiles correspondence, reports, etc. to faculty and participants.
Creates &/or maintains spreadsheets &/or databases &/or reports, charts, etc. based on supervisor's information objectives.
Prepare and assemble program materials for participants.
Verifies that charges are accurate & posted to the appropriate account.
Resolves discrepancies on invoices.
Assists the Program Manager in the delivery of Executive Education programs.
Coordinates events at the Kellogg School and offsite.
Ensures that all logistics such as, registration, transportation, venues, catering, technology, etc. have been completed.
Support faculty needs.
Represents the department and program with various levels of personnel both internally & externally managing & facilitating critical information.
Responds to unanticipated & complex issues.
Helps to ensure that the participant is having a best in class experience; providing welcome materials, organizing a welcome gift, answering questions etc.
Refers participants to appropriate resources.
Participates in evaluation process of programs including preparation, processing and reporting of evaluation forms.
Coordinates work of temporary/work-study students or interns.
Performs other duties as assigned.
A high school diploma or equivalent required.
5 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Knowledge of word processing, spreadsheet, email, and database software programs.
Project management, customer service role
Superior written and verbal communication skills
Preferred Competencies: (Skills, knowledge, and abilities)
Salesforce knowledge a plus
Google Drive comfort a plus
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.
Internal Number: 37072
About Northwestern University
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 highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.