at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50577
LocationEvanston, Illinois
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Department: Kellogg Student Life - FT
Salary/Grade: EXS/5
Job Summary:
The Clubs Coordinator leads planning and execution in support of multiple weekly Kellogg student programs. This position coordinates a broad variety of administrative processes & activities, including student club oversight, 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 and serves as the knowledge expert for over 100 student organizations and events.
This position manages major student initiatives, assessing ongoing performance and budget oversight. He/she partners with Assistant Director on Kellogg Student Association and club event and budget strategy and execution, policies and training. The role meets with key administrative stakeholders regularly and works with catering and facilities teams (onsite and offsite events) to ensure that the highest quality events are hosted. This role also oversees the student club and organizations portal, managing the relationship with the external vendor, overseeing training and support for student groups, assessing ongoing performance and partnering with IT to recommend revisions and upgrades.
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 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, and serve as an advisor to them.
Please note: Will have to work some evenings and weekends on a regular basis for events.
Specific Responsibilities:
Administration
Manages day to day operations.
Manages calendars for all Full-time MBA student group programming including creating and overseeing virtual and in person club fairs, club leader trainings and club kick-off series.
Oversees day to day operations of large-scale student events. Ensures that program mission, values, guidelines, policies & procedures are implemented & maintained.
Manages design and development of program databases; compiles & analyzes data; prepares reports.
Designs and implements tracking system for year-long agreements with external vendors.Negotiates preferential rates and services. Ensures compliance with Certificate of Insurance requirements.Compiles & analyzes data; prepares reports to share with team and senior leadership. Recommends new vendors and venues to be added to approved vendor list.
Identifies service improvement opportunities that will better enable programs/projects to achieve its goals and objectives.
Technology
Serves as Student Services owner of CampusGroups portal which is utilized by Kellogg administrative teams, all full-time student organizations and evening-weekend student organization.
Provides training for full-time club officers and administrative partners. Advises student leaders and administrators on the use of the tool.
Trouble shoots any service concerns raised by student organizations and student facing staff.
Serves as key liaison with vendor, assessing and requesting desirable upgrades.
Manages content creation and annual review of club and event resources web pages.
Budgets & Financial
Participates in budget preparation for KSA and student clubs.
Reviews monthly budget & associated analysis & reports and works with student organizations who are facing deficits.
Ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
Reviews reimbursements and SOFO relationship with KSA and clubs. Partners with SOFO and KSA to address any concerns.
Responsible for approving all OnBase contract submissions for 100 student organizations, the Student Life team and the Student Academic Experience team.
Processes reconciliations for student event contracts and invoices.
Evaluation
Analyzes evaluation data from staff, students, participants, etc. to assist in program/project development... For full info follow application link.
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.
