Administrative Support Specialist

1 week ago


Evanston, Illinois, United States Northwestern University Full time

The Kellogg School of Management at Northwestern University is seeking a highly 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.

The successful candidate will be responsible for coordinating calendar and email management, submitting and processing expenses, planning complex travel, reserving rooms and spaces for meetings and events, and managing smooth administrative operating practices.

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.

Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. Will be required to work some evenings and weekends regularly to support the Faculty Director and associated events.

Coordination & administration of at least 4 of the following:

  • Budget & Financial
  • Communications & Outreach
  • Facilities & Safety
  • Faculty Support
  • Grants & Contracts
  • Regulatory Compliance
  • Strategic Planning
  • Student Support

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:

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.

Arranges colloquium & academic seminar coordination.

Supports events which require a knowledge & sensitivity to issues, cultures, protocol, etc.

Acts as an internal/external representative as necessary to support & maintain local, national, & international relationships & facilitate flow of work.

Supports travel and scheduling for other senior leaders as needed.

Budget & Financial:

Directly responsible for purchasing and travel & entertainment (T&E) transactions.

Processes reimbursements and expense reports for Faculty Director.

Communications & Outreach:

Maintains Faculty Director's professional website and other professional sites including social media accounts.

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.

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; 4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; 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.

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more 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.

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home.

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.

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.



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