Project Administrator

Department: Kellogg Advancement
Salary/Grade: EXS/7

Job Summary:

The Kellogg School of Management at Northwestern University is seeking a well-organized, and reliable Administrator to support the Alumni Relations and Development (ARD) team, and other senior leaders related to coordination of alumni/prospect activities across the school. This hybrid role will include, but not limited to, calendar management including meeting scheduling and prioritization, planning and coordinating complex domestic and international travel, reserving rooms and spaces for meetings and events, managing smooth administrative operating practices, supporting fundraising campaign events and operational logistics, top prospect/donor-facing communications, and various project work centered on the priorities of ARD, Private Equity Advisory Council (PEAC), Advanced Private Equity Experience (APEX), and the Dean's Office.

The Project Administrator must have a service-minded work ethic and the ability to efficiently manage a variety of priorities. Reliability, discretion, detail orientation, professionalism in dealing with senior leaders, and confidential information are critical in this role. The successful candidate will operate independently and react with appropriate urgency to situations requiring a quick turnaround with minimal direction.

Specific Responsibilities:

Administration

• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective, including but not limited to:
• Supports various projects and tasks within ARD related to Dean Deployment, Boards & Councils, Fundraising, and Alumni activities, with a particular emphasis on PEAC and APEX activities.
• Manages all aspects related to travel for the Associate Dean of ARD and the Dean of Kellogg (i.e. booking flights, arranging car pick-ups, researching travel requirements for international destinations, etc).
• Operationalizes goals & objectives; ensures that resources are created or obtained.
• Manages customer service; creates associated practices & procedures & metrics to measure success.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
• Coordinate logistics for APEX meetings and events, including scheduling meeting rooms and external venues.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT as related to assigned projects.

Budgets & Financial

• Provides daily, monthly & annual financial activities for PEAC and APEX including transactions, analysis, & reporting, including:
• Tracks and monitors expenses against approved budgets.
• Supports the preparation and submission of expense reimbursements and ensure timely, accurate expense reporting.

Communication & Outreach

• Provides support to implement short- and long-term strategies and plans to meet program/project goals.
• Builds relationships with alumni to develop and cultivate professional networks, financial resources, and sense of community among alumni.

Events

• Develops a comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources.
• Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Strategic Planning

• Creates & leads a coordinated program of activities designed to increase project objectives.
• Develops & executes strategies to involve internal/external constituents and cultivate new individual, corporate, institutional &/or foundation collaborations.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.
• 4 years program/project administration or other relevant experience.

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

• Strong knowledge of Microsoft Office Suite; familiarity with Salesforce
• Agile at learning new software programs including NU specific and ability to troubleshoot technology
• Ability to manage team meetings, including invites, agendas, use of technology and writing accurate meeting minutes
• Ability to pivot quickly when priorities change
• Ability to prioritize tasks and manage time efficiently
• Detail-oriented with excellent writing and verbal communication
• Ability to build effective relationships with internal and external stakeholders, including prospective donors.
• Able to prioritize multiple deadlines and projects simultaneously.
• Strong organizational skills, planning, and facilitating collaboration.
• Thrives in a team environment and is self-directed and confident working independently

Target hiring range for this position will be $70,000 - $80,000 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 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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