Faculty Support Administrator

Department: Kellogg Ctr for Sci & Innov
Salary/Grade: EXS/7

Job Summary:

The Kellogg School of Management is seeking an energetic, well-organized, and reliable Business Administrator to support Professor Dashun Wang, the Faculty Director of the Center for Science of Science and Innovation (CSSI) and the Innovation Institute and co-Director of the Ryan Institute on Complexity. The Business Administrator will be responsible for supporting calendar and email management, submitting and processing expenses, planning complex travel, reserving rooms and spaces for meetings and events, managing smooth administrative operating practices, and project work centered on the priorities of the Faculty Director. The Business Administrator must have a service-minded work ethic and the ability to efficiently manage a variety of priorities. Reliability, discretion, and professionalism in dealing with senior leaders and confidential information are critical in this role. The successful candidate can operate independently and react with appropriate urgency to situations requiring a quick turnaround.

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.

Will be required to work some evenings and weekends regularly to support the Faculty Director and associated events.

Specific Responsibilities:

Areas of Responsibility:

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

Work Complexity:

• Uses some judgment to adapt an advanced knowledge of 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.
• Administers policy.

Faculty Support:

• Manages the Faculty Director's complex calendar, aligning with the research team calendar, and scheduling appointments to balance conflicting priorities.
• Coordinates meetings between Faculty Director and various partners, including prospective PhD students.
• Coordinates Faculty Director's complex domestic and international travel, including air travel and ground transportation, preparing paperwork and visas, communicating with host institutes, and preparing thorough travel itineraries.
• Distributes agendas, biographical information, publications, itineraries &/or meeting schedules.
• Arranges colloquium & academic seminar coordination.
• Supports events which require a knowledge & sensitivity to issues, cultures, protocol, etc. & may be comprised of a series of days &/or venues & may require researching potential program areas.
• Acts as an internal/external representative as necessary to support & maintain local, national, & international relationships & facilitate flow of work.
• Responds independently to unanticipated & complex issues.
• Supports travel and scheduling for other senior leaders as needed.

Budget & Financial:

• Manages the Faculty Director's discretionary budget including funds reallocation within budget as necessary and appropriate.
• Directly responsible for purchasing and travel & entertainment (T&E) transactions.
• Ensures prompt payment of invoices, researching errors/delayed transactions.
• Processes reimbursements and expense reports for Faculty Director.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.

Communications & Outreach:

• Maintains Faculty Director's professional website and other professional sites including social media accounts.
• Plans on-site and off-site meetings throughout the year, assuring all logistics are complete.
• Monitors the CSSI and Innovation Institute email inboxes and responds to or redirects inquiries to appropriate faculty or staff using good judgement.
• Communicates with various university, research, and academic partners, serving as Faculty Director's representative of CSSI and the Innovation Institute.

Administration & Operations:

• Coordinates and works closely with senior administrative directors to support the strategic mission of CSSI and the Innovation Institute.
• Partners with the Office for Research, including the Export Compliance & International Compliance (ECIC) team to ensure export compliance and control processes are met.
• Provides general office support for researchers, staff, and visitors.
• Supports manager in monitoring area facilities conditions & directs requests to Facilities Management using FAMIS.
• Maintains key database & security as directed.
• Participates in communication of area safety plan.
• Issues IT work order requests for maintenance, repairs & upgrades 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.

Target hiring range for this position will be between $65,000 - $73,000 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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