Northwestern University Looking for Assistant to the Deans, TGS at Evanston, IL  Full Time

Department: Graduate School Administration
Salary/Grade: EXS/6

Job Summary:

The Senior Program Coordinator/Asst. to the Deans reports to the Senior Director of Administration and Engagement and interfaces directly with the dean’s leadership team. This individual serves a dual purpose for The Graduate School (TGS).

As a Senior Program Coordinator, they supervise the Service Center administrative unit and facilitate resolutions. Under limited supervision and with a high degree of independent judgment, they ensure the effective, compliant, and efficient daily management of all operational, financial, and business functions of the Service Center in support of the school’s mission and in coordination with central offices and campus partners. As Asst. to the Deans, they provide administrative support and manage and execute essential functions, such as the dean’s calendar, prioritizing the dean’s time and daily action items, scheduling regular meetings, executing special projects, and liaising with TGS staff members.

This individual represents the Office of the Dean on internal and external administrative affairs and recommends alternatives and suggestions using a working knowledge of policies, processes, and programs at Northwestern and TGS. They monitor projects and initiatives and keeps leaders apprised while exercising discretion in the coordination of sensitive materials and confidential information.

Please Note: Ability to work the occasional evening or weekend as needed in support of office events. This position follows current University guidelines regarding a hybrid work arrangement with an onsite average of three days per week.

Target hiring range for this position will be between $58,000 to $62,000 a salary. 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.

Specific Responsibilities:

Administration

* Provides operational and administrative support to the dean’s leadership team, including calendaring, special projects, and initiatives.

* Applies independent judgment and discretion to manage the dean’s schedule and decide on priorities to ensure effective use of the dean’s time.

* Oversees and ensures that the day-to-day operations of the Service Center team are appropriately managed, efficient and effective.

* Receives and reviews incoming requests and prioritizes them according to significance and urgency.

* Develops, maintains, and reports on quantitative and qualitative performance measures of the Service Center team.

* Oversees documentation of agreements between Northwestern and partner organizations or vendors, as assigned, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.

* Partners with the appropriate IT contacts on equipment needs.

* Issues work order requests for maintenance, repairs, and upgrades.

Financial

* Oversees the accurate, efficient and compliant workflow of all transactional processes across the Service Center team.

* Creates/enhances internal financial processes and training for Service Center team members.

Communication and Engagement

* Coordinates and schedules a variety of meetings on behalf of the Office of the Dean, which may include distributing meeting materials, taking meeting minutes, managing calendars, coordinating room reservations, and/or catering needs.

* Coordinates communication and follows up on behalf of the Dean, facilitating prompt communication with stakeholders in response to emergent or sensitive issues.

* Builds and maintains professional, efficient, and knowledgeable interactions with internal and external constituencies and collaborates with all TGS units to ensure timely workflow.

* Implements program/project brand identity and marketing strategy as assigned.

* Assists in managing opportunities for alumni contact and solicitation.

Evaluation

* Identifies service improvement opportunities that will better enable programs and projects to achieve their goals and objectives.

* Reviews and analyzes outcome measurements and recommends changes and enhancements to improve program/project.

* Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.

Events

* Manages event details as assigned, including communication, venues, presenters, travel arrangements, materials, refreshments, and technology.

Grants

* Ensures that grants administered by TGS, such as Childcare Grants, Dependent Care Professional Development Grants, and Conference Travel Grants, are processed in a timely and accurate manner.

Human Resources

* Manages the onboarding and offboarding administrative process for TGS staff members.

Strategic Planning

* Manages and implements strategic plans as assigned.

* Provides advice and counsel and recommends changes and improvements to functional operations to better meet organizational needs and objectives.

Student/Postdoc Support

* Manages the front desk area and ensures appropriate team coverage.

* Serves as a first-level resource for students and postdoctoral fellows.

Supervision

* Supervises 2 staff members on the Service Center team.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* Bachelor’s degree; or the equivalent combination of education, training, and experience

* Minimum 2 years relevant work experience, including administration, planning, and/or project management responsibilities

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

* Excellent interpersonal and collaborative skills with a dedication to fostering collegial relationships and the ability to work with all levels of an organization

* High degree of professionalism with a commitment to working independently as well as collaboratively in a team environment

* Outstanding organizational, time management, and project management skills, with the ability to prioritize and work on multiple projects simultaneously

* Ability to work effectively with diverse populations and advance effective and inclusive working relationships and promote positive workplace engagement

* Excellent verbal and written communication skills; exhibits a high degree of sensitivity and tact in communication to students, staff, and faculty

* Strong attention to detail

* Ability to exercise independent judgment and handle confidential information with discretion as well as represent TGS in internal and external workgroups and collaborations

* Advanced knowledge of word processing, spreadsheet, email, and database software programs

Preferred Qualifications:

* Master’s degree or advanced studies in a related field

* Minimum 3 years of relevant work experience in a higher education setting

* Supervisory experience

Preferred Competencies: (Skills, knowledge, and abilities)

* Demonstrated initiative and willingness to take on additional responsibilities

* Demonstrated skills in relationship management

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 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 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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