Business Administrator 2

Department: Kellogg Admin Operations
Salary/Grade: EXS/7

Job Summary:

Administers operational, financial, & business functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.

Job Specific:

On behalf of Kellogg Academic Operations, this position administers all operational, financial, & business functions in direct support of the activities of four (4) Senior Associate Deans and their daily workflow by overseeing and executing existing systems and developing new ones, as necessary. Coordinates a broad variety of administrative processes & activities such as scheduling meeting travel logistics, database, budget, expense processing & reporting, and RSVP management. Researches and 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. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.

Marketing Statement:

Kellogg is actively seeking an experienced, organized and collaborative Business Administrator to deliver comprehensive administrative support to four academic Senior Associate Deans. Reporting to Kellogg's Chief Operating Officer, this role will collaborate closely with the Senior Associate Deans and their daily workflow to oversee and execute existing systems and develop new ones, as necessary. You will coordinate a broad variety of administrative processes & activities such as scheduling meetings and necessary travel logistics, database, budget, expense processing & reporting, and RSVP management. You'll contribute to the operations of the Dean's office through research and review of administrative work procedures, policies & operational methods; identifying & documenting as applicable: Standard Operating Procedures (SOPs); best practices; appropriate filing & audit mechanisms; financial & performance metrics reporting; & regulatory & compliance systems. You will implement existing policies, ensuring the effective, compliant, & efficient completion of daily administrative operations. You may represent Kellogg on internal &/or external administrative affairs by exchanging information.

We are seeking a candidate with experience managing multiple stakeholders who enjoys a collaborative environment, demonstrates attention to detail, and balances several priorities and tasks. This role requires independent decision making and will exercise discretion while ensuring that administrative processes and activities are completed seamlessly and in compliance with Northwestern policies.

Working conditions: This role is based at our Evanston campus that offers hybrid work arrangements, with a minimum 80% of time on site at Kellogg's Evanston offices and additional time working remotely. The applicant must be able to work on-site at various event locations and virtually via Zoom or Microsoft Teams.

Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications

Specific Responsibilities:

Areas of Responsibility:

• Coordination & administration of at least 4 of the following:
• Budget & Financial
• Communications & Outreach
• Facilities & Safety
• Faculty Support
• Human Resources
• IT Services
• Strategic Planning

Work Complexity:

• EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
• EE administers policy.

Budget & Financial:

• Monitor and reconcile all budgets related to Academic Operations expenses and for all members of those areas;
• Manage account transactions, internal transfers, reimbursements, purchases, payment of vendors, and procurement card maintenance and compliance.
• Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
• Ensures prompt payment of invoices, researching errors/delayed transactions.
• Monitors open encumbrances & deficit chart strings.
• Level I NU Financials approver.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.

Communications & Outreach:

• Plans numerous special events throughout the year, assuring all logistics are complete.

Facilities & Safety:

• Coordinates set up of furniture, data & phone lines.

Faculty Support:

• Arranges colloquium & seminar coordination, & faculty travel planning.

Human Resources:

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.
• Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
• In consultation with management, may administer HR solutions.
• Manages and navigates internal and external relationships based on specific requirements in both verbal and written communication.
• Manages any temporary staffing needs.

IT Services:

• Acts as liaison to IT to ensure technology systems are properly installed & maintained.

Operations:

• Tracks outstanding assignments and required correspondence with both internal and external contacts, including drafting complex and professional documents and correspondence in response to e-mails, managing and participating on the Departmental projects, developing complex reports, and coordinating activities that map to the strategic plan, while maintaining a high degree of confidentiality.
• Manages regular departmental comprehensive assessment meetings, two times a year for each area
• Manages and executes departmental schedules including the management of
• proactive invitations, changes and cancellations as guided by a Master Calendar for all four areas
• Manages the coordination of any briefing documents for external engagements or speaking opportunities on behalf of the Senior Associate Deans.
• Represents the Senior Associate Deans to all external parties with professionalism, confidence, and a high degree of service while accurately representing policies, procedures and preferences of Kellogg School of Management
• Responsible for facility management, event management and coordination for all events from Academic Operations

Reports and Analysis

• Manages the coordination of all departmental projects including specifics, timelines and follow-ups.
• Manages travel for Academic Operations Senior Associate Deans leveraging NU best practices and consistently supporting appropriate travel profiles.
• Generates reports regularly to report status; progress and gaps.
• Generates analysis based on reporting metrics to offer proactive process improvement recommendations. Presents recommendations based upon data and implements new processes as approved.

Strategic Planning:

• Administers & maintains existing strategic operation plans.
• Identifies, develops and implements process improvements
• Manages special projects for the Senior Associate Deans
• Supervisory:
• Provides work direction to admin staff in the Dean's suite as needed.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
• 4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
• Demonstrated experience providing executive support, including handling intricate calendar scheduling for multiple stakeholders, event planning, and budget management (including the processing of financial transactions and expenses).

Target hiring range for this position will be between $67,000 - 75,000 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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