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:
For the Kellogg PhD Program, the Program Assistant 4 coordinates a broad variety of administrative processes & activities such as database, maintenance & reporting; communications including social media management and website updates; & management of dept's multiple calendars & events. This role reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems.
Please Note: Evening hours may be required a few times throughout the academic year.
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.
Manages teacher-course evaluations process through CTEC for PhD curriculum – runs quarterly reports and maintains courses database.
Works with program coordinator to develop and produce promotional materials including brochures and collaterals.
Coordinates PhD schedule with academic departments.
Website and Social Media
Oversees creation, design & maintenance of website &/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 website.
Assists in managing social media for the PhD program including Facebook and LinkedIn.
Administers budgets for awards &/or dept which may include approving purchases, reimbursements &/or orders.
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.
Willingness to facilitate open and effective communication, cooperation and teamwork within and outside of one's own team.
Demonstrated ability to communicate effectively one-to-one, in small groups and in public speaking contexts. Ability to write precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Regularly monitors customer satisfaction and provides suggestions to improve quality and value to the customer.
Intermediate data entry skills.
Demonstrated willingness to strive for excellence with work processes and outcomes, honoring policies and regulatory requirements.
Ability to work effectively in an environment in which the parameters may change daily and to adjust behavior to meet the needs of different people and situations.
Ability and willingness to explore alternatives to existing products and services and identify opportunities to improve procedures and practices.
Demonstrated ability to work on multiple projects simultaneously.
Preferred Qualifications: (Education and experience)
A bachelor’s degree or the equivalent combination of education, training, and experience from which comparable skills have been acquired.
Previous administrative experience in an academic setting.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of University policies and procedures.
Demonstrated ability and efficiency using Adobe Dreamweaver, Adobe Acrobat, Sitecore (content management system), Qualtrics for surveys; Basecamp for event management, Microsoft SharePoint, PeopleSoft/Student Enterprise System, Business Intelligence (BI) Reports, Google analytics.
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.