Career Center

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 and updates.
  • Collaborate with KIS team for CampusGroups contract review.
  • Provide quarterly recaps of activities and performance to all club leaders.

Events

• Oversees student event space requests at Global Hub, in Northwestern venues and off-campus venues. 
• Designs and executes student leader trainings
• Designs and manages event approval processes.
• Approves and supports all student organized events including student government sponsored programming and programming for 100+ student organizations.
• Responsible for briefing all key stakeholders in advance of events.
• Based on event analysis, feedback and competitive intelligence, identifies opportunities to improve and enhance events.
• Utilizes project management templates for event planning and execution.
• Develops and maintains relationships with administrative partners across Northwestern to provide resources and advice to student groups while ensuring that Kellogg student organizations are abiding by all relevant policies.
• Ensures that event details including communication, venues, presenters, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
  • Schedules and runs resources meetings with administrative partners (Facilities, Special Events, KIS, etc.) to ensure smooth execution of larger scale events.
  • 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.

Student Support

• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
  • Serves as student government and club advisor for vision, budget, and event planning. Provides training, ensures adherence to Kellogg and Northwestern policies and procedures, serves as source of best practices for club management and assist with transition of knowledge between outgoing and incoming student leadership year over year.
  • Advises student organizers of Special K!, Bollywood Bash, Drag Show and Charity Auction and Ball, Fall Ball, 90s Party and other large scale student events to ensure successful event plan and execution, including support for the Silent Auction.
  • Serves as advisor to newly founded student organizations.

Miscellaneous

• Serves as key member of the Full-time Student Life team
  • Works with student issues and questions; resolves conflicts, assists with student services; counsels and advises.
  • Collaborates as a member of the Student Experience team.
  • Assists with oversight of front desk services.
• Supports school wide programming initiatives
  • Actively engaged in planning and staffing student on-boarding, orientation and grad week programming.
  • Participates in assessment of all student life programming and setting strategic priorities for coming year.
• Performs other duties as assigned.

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.
• 5 years program/project administration or other relevant experience. 

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.
• 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.
• 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.

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:
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