Supports the day-to-day operations of the Kellogg Dean’s Office. Coordinates a broad variety of administrative processes and activities including scheduling/meeting/travel logistics, database management, budget and expense processing and reporting. Works closely with the Associate Director to support all administrative tasks related to the Dean directly, including management of the Dean’s calendar and events.
Supports day-to-day operations.
In partnership with the Associate Director, manages the Dean’s calendar, proactively resolving complex scheduling arrangements involving multiple parties and conferences, international travel, etc.
Coordinates travel for the Dean including domestic and international trips leveraging NU best practices and consistently supporting Dean’s travel profile.
Support daily mail needs with FedEx, UPS and other internal and external parties, as necessary, including hand delivery to campus locations
Prep meeting rooms based on requirement and coordinate catering needs; offer guests hospitality.
Sets-up & cancels meetings based on knowledge of subject & attendees.
Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.
Enter data as directed in various Dean’s Office databases, including SharePoint.
Acts as liaison to IT to ensure technology systems are properly installed and maintained.
Coordinate printing orders for the Dean’s Office including business cards and letterhead
Order and inventory supplies and researches requests for special items on behalf of the Dean or the Dean’s Office team
Budgets & Financial
Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
At direction of management, inputs all expense reports and related NU financials.
Ensures all expenses processing is accurate and performed in a timely manner based on team protocol.
Creates & monitors budget/expense statements. Verifies that charges are accurate & posted to the appropriate account. Prepares weekly expense reimbursement report.
Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or email from customers/vendors; corrects or escalates.
Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
Coordinates the preparation and delivery of all briefing documents for international travel and large scale events for the Dean and interfaces with all levels of external organizations, as necessary
Serves as project manager for the annual Holiday Card distribution
Coordinates work of temporary/work-study students, interns, etc
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
1 year program/project administration or other relevant experience
Minimum Competencies: (Skills, knowledge, and abilities.)
Maturity, professionalism and the ability to work with a variety of contacts including faculty, students and visitors to the Dean’s Office.
Strong organizational skills to handle multiple projects simultaneously.
Patience and good customer service orientation.
Proficient with Microsoft Office products.
Ability to multitask and complete assignments under pressure
Utmost discretion with confidential information
1-5 years of administrative support experience, ideally in an executive-level work environment or at the Executive Assistant level.
Microsoft Office Suite essential, proficiency in creating documents in Microsoft Word and spreadsheets in Excel required, with an expert or advanced proficiency in Microsoft Outlook
Preferred Competencies: (Skills, knowledge, and abilities)
Strong working knowledge and experience with task management and CRM software such as SmartSheet
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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.