Business Coordinator, Marketing Department

Administration

• Uses advanced knowledge of skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.
• Ensures that the program mission, values, guidelines, policies & procedures are implemented & maintained.
• Identifies service improvement opportunities, including leveraging technology, that will better enable program/project to achieve its goals and objectives.
• Performs general office support activities as assigned.
• Provides support to independent contractors, temporary employees, and student staff within the academic departments including but not limited to the hiring activities, timekeeping, and payments.

Budget & Financial

• Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• Prepares faculty, student, and visitor reimbursements.
• Processes grant-related expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.
• Reviews; ensures approval based on alternatives regarding practice & policy; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
• Maintains Chart of Account lists.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.

Communications & Outreach

• Maintains internal and external contact lists related to the academic department.
• Develops and strengthens internal and external relationships by fostering active engagement in program success.
• Produces, edits, &/or distributes dept communications.
• Develops coordinated, consistent marketing and brand messages.
• Participates with area/unit senior staff in the conceptualization, development, and presentation of materials used in functional operations.
• Manages website, assuring updates are made in a timely manner.
• Plans numerous special events throughout the year, assuring all logistics are complete.
• Captures and manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology.

Facilities & Safety

• Maintains key database & security.
• Works with management to assign staff &/or faculty space including appropriate floor refresh/renovation & furniture purchase.
• Coordinates set up furniture, data & phone lines.
• Participates in communication of area safety plan.

Faculty Support

• Coordinates faculty recruitment activities; place ads; candidate communication & visit.
• Provides support for preparation of Promotion & Tenure cases.

IT Services

• Acts as liaison to IT for technology recommendations
• Assists with IT orders and inventory
• Ensures technology systems are properly installed & maintained.
• Issues work order requests for maintenance, repairs & upgrades.

Student Support

• Implements department strategy regarding structure, process, & staff support of PhD students in compliance with Kellogg and NU policy.
• Oversees annual recruitment & selection process & related data entry & organizes and supports “Day At Kellogg” events and activities.
• Works with Associate Director to plan annual & quarterly PhD student activities, including research and prospectus presentations as well as course schedules.
• Interacts frequently with the PhD Program & assures all program-oriented deadlines are met using the graduate student tracking system.
• Provides administrative support to PhD students

Supervisory

• Supervises 1-2 student staff.
• Provides work direction.
• Affords training of new team members and student staff.

Miscellaneous

• Performed other duties

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.
• 1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Competencies

• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and databases; quick to learn new platforms.
• Strong customer service skills with the ability to build and maintain client relationships.
• Excellent organization, time management, and communication skills (written and verbal).
• Detail-oriented and efficient, with a strong focus on accuracy.
• Adaptable and collaborative, able to work independently and in fast-paced team environments.

Benefits

• Health, dental, vision, disability, and life insurance.
• Paid vacation and holidays.
• Paid medical/sick and parental leave.
• Tuition benefits for the employee and dependents.
• Pre-tax and flex spending accounts for commuting and dependent care.
• Generous retirement savings options.
• Wellness programs.

Work-Life and Wellness

• Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities and adopt and maintain healthy lifestyles.
• Flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care.

Professional Growth & Development

• Supports employee career development in all circumstances whether your workspace is on campus or at home.
• Variety of tools and resources for developing your professional potential or continuing your formal education.

Equal Opportunity Employer

• Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status.