Events Coordinator

About the Kellogg School of Management at Northwestern University

The Kellogg School of Management at Northwestern University is a premier institution for management education. Founded in 1908 and based just outside of Chicago, Kellogg is home to a renowned, research-based faculty and the best and brightest MBA students from around the world.

Global business education is different today because of the teamwork and collaboration models that Kellogg pioneered 40 years ago. And, in the 21st century, Kellogg is truly a different voice in management education: We believe business can be bravely led, passionately collaborative and world changing.

At Kellogg, we are educating, equipping and inspiring leaders to excel in today’s complex Collaboration Economy. As a global community, Kellogg welcomes and embraces diverse perspectives that together enrich learning. Our vibrancy can be seen throughout our dynamic community:

• Kellogg students learn to build strong organizations that drive value creation in markets, harness the architectures of collaboration, deftly navigate between the private and public sectors, and innovate in the marketplace at firms large and small.
• Our world-class faculty are recognized thought leaders who’s teaching and cutting-edge research change how the world thinks about complex challenges affecting business and society.
• The school’s powerful global alumni network is 60,000-strong, comprised of true Kellogg leaders who lead top organizations.

About the Position

The Events Coordinator leads planning and execution in support of multiple weekly Kellogg EWMBA programs. This position coordinates a broad variety of administrative processes & activities, including student club maintenance & reporting. The role collaborates with key administration and outside vendors daily. This position reviews administrative work procedures, policies & operational methods; identifies & documents as applicable: Standard Operating Procedures (SOPs); and best practices.

This position manages major student initiatives such as Kellogg Table, assessing ongoing performance and budget oversight. He/she partners with Assistant Director on Kellogg Student Association and club event and budget strategy and execution. This position supports the logistics and execution of the Kellogg Leadership Journey as well as manages the student Uber voucher program. The role meets with key faculty and administrative stakeholders regularly, and works with catering and facilities teams (onsite and offsite events) to ensure that the highest quality service and products are offered.

This team member must have a great attitude, demonstrate initiative, possess a strong work ethic, is solution oriented, collaborative, and coachable, excel in a fast-paced team environment and strive to provide a first class experience to students, faculty and administration. This position requires a high degree of professionalism, customer service, excellent written and verbal skills as well as the ability to manage multiple priorities. This team member will engage constantly with students, both in person as well as through the use of technology.

Please note: Will have to work some evenings and weekends on a regular basis for events.

Specific Responsibilities:

Events

• Manages event inquiries. Approves use of space to outside groups.
• Coordinates all event programming for EWMBA program at Wieboldt Hall.
• Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program. This includes faculty, course support teams, Dean’s Office, student groups and administrative partners throughout Kellogg.
• Provides creative, appropriate, timely, and unique solutions for overall event plans and plays key role in executing each event, including at times being on site for events.
• Works with catering and facilities teams (onsite and offsite events) to ensure that the highest quality service and products are offered; collaborates on menu offerings, room set up and décor.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained.
• Responsible for briefing all key stakeholders in advance of events.
• Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
• Researches information to resolve problems or issues.
• Based on event analysis, feedback and competitive intelligence, identifies opportunities to improve and enhance events.

Student Support/KSA and Club Engagement

• Serves as KSA and club advisor for vision, budget, and event planning.
• Works with Managers’ Ball student leader to ensure successful event plan and execution, including support for Silent Auction.
• Supports logistics and executional needs of the Kellogg Leadership Journey
• Collaborates with Dean’s office on quarterly Nota Bene faculty speaker series for Evening and Weekend students. Identifies and engages key faculty members, coordinates room, catering and any other special needs. Markets event and manages registration; surveys students post-Nota Bene for continuous improvement.
• Provides strategic support for targeted student clubs.

Administration

• Manages calendar for all Evening and Weekend MBA student programming.
• Manages day to day operations of Kellogg Table. Ensure that program mission, values, guidelines, policies & procedures are implemented & maintained.
• Monitors food quality and presentation. Meets regularly with outside vendor to develop menus and implement price controls.
• Designs and implements tracking system to manage catering cost controls. Compiles & analyzes data; prepares reports to share with team and senior leadership.
• Manages student Uber voucher program
• Utilizes project management templates for event planning and execution.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
• Independently responds to and compose correspondence.

Budgets & Financial

• Participate in budget preparation for KSA and student clubs. Maintain budget & associated analysis & reports.
• Execute reimbursements and COFO relationship with KSA and clubs. Reconcile budget on monthly basis.
• Review all OnBase contract submissions for Student Life team.
• Ensure approval based on alternatives regarding practice & policy.

Communication and Coordination

• Collaborate with Student Life team for CampusGroups management tool.
• Provide quarterly recaps of activities and performance to all club leaders.

Other

• Works with student issues and questions; resolves conflicts, assists with student services; counsels and advises.
• Collaborates as a member of the Student Experience team.
• Performs other duties as assigned.

Evaluation

• Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
• Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates.
• Implements corrective actions required as a result of surveys or other indicators.

Faculty Support

• Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.
• Provides support for preparation of Promotion & Tenure cases.
• Initiates FASIS appointment paperwork.
• Arranges colloquium & seminar coordination, & faculty travel planning.
• Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.

Grants & Contracts

• Partners with NU development office and grant manager to identify and seek program funding.
• Works closely with faculty to encourage and help undergraduate students arrange research.
• Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.
• Identifies grant funding.

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 & Central HR, administers HR solutions.
• Maintains excellent working relationship with Office of Human Resources.

Program Development

• Manages program curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
• Manages academic quality and continued growth and expansion.
• Identifies & obtains external expertise as needed and works with content experts for current and new programs.
• Reviews programs/projects to increase efficiencies to support growth.
• Manages speaker selection, communication, and topic development.
• Leads program/project updates and improvements.

Regulatory Compliance

• Ensures compliance with all necessary organizations.
• Prepares documentation as required.
• Interfaces with accreditation bodies.
• Acts as the regulatory and compliance officer.

Strategic Planning

• Administers & maintains existing strategic plans.
• Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.

Supervision

• Supervises 1-2 staff &/or provides work direction.

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; OR appropriate combination of education and experience.
• 1 year program/project administration or other relevant experience.
• Demonstrated ability to work both independently and cooperatively with other staff and volunteers.
• Ability to set priorities and meet deadlines.
• Detail oriented.
• Excellent oral and written communication skills, as well as strong organizational and creative skills.
• Familiarity and comfort working with Microsoft Office Suite.

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

• Strong computer skills in Microsoft Office products, social and digital media, adept at learning new systems.
• Excellent interpersonal skills – must be able to work with students, faculty administration and outside vendors.
• Must be flexible to work evening and weekend hours on days of events.

Preferred Qualifications:

• BA or BS Degree.
• Experience in working with a variety of stakeholders.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent customer service.
• Able to multi-task.
• Excellent attention to detail.
• Able to work autonomously as needed.

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.