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Form of workDepartment: Alumni Relations & Development Salary/Grade: EXS/5 Job Summary: Administrative position that also manages and supports multiple DEI projects simultaneously, reviews and analyzes data, supervises the advancement of the Diversity Council working groups and the Hackathon Work Groups, creates surveys and analyzes the results, creates event invitations and announcements, has access to highly confidential information, & provides day-to-day oversight of administrative & operational functions. The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal.
Project: planned actions with specified beginning & end.) Administration Budget & Financial Communications Evaluation Events Human Resources Program Development Specific Responsibilities: Administration Manages day to day operations to ensure seamless functioning. Manages supervisor's, DEI, and Diversity Council calendars and monitor the Diversity Council and DEI Outlook inboxes. Coordinate and schedule meetings securing appropriate resources such as conference or phone rooms, hybrid links, and relevant materials.
Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained. Evaluates processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, marketing, and educational procedures and programs. Interfaces and collaborates with Northwestern's Office of Institutional Diversity and Inclusion, the Office of the Ombudsperson, Central Human Resources Office, and other institutional offices.
Fosters excellent relationships with internal and external stakeholders in Alumni Relations and Development. Expertly handles DEI intake, promotes the benefits of the DEI program, and advocates for its value to each team and to the organization as a whole. Serves as the primary point of contact for the DEI Office for both internal and external stakeholders.
Represents the DEI Office in a helpful, friendly manner, demonstrating sensitivity to issues brought by employees seeking comfort and guidance. Budgets & Financial Participates in budget preparation. Records individual &/or summary of transactions meticulously in journals, general ledgers or other Northwestern University enterprise systems.
Professionally prepares, processes, reconciles and provides receipts, handling expense reimbursements judiciously. Manages the processing of transfer and/or appropriation charges with precision. Investigates and resolves expenditure discrepancies with a thorough and detail-oriented approach.
Assists with reconciliation of accounts, ensuring accuracy and compliance. Diversity, Equity, and Inclusion Projects Leads the design and development of program databases to enhance organizational effectiveness. Collects and integrates information from multiple sources to set Diversity Council agendas, accurately record minutes during monthly Diversity Council meetings, and ensures the timely distribution of agendas, minutes, and other relevant materials to Diversity Council members.
Manages nearly 10 Diversity Council working groups (with the potential for more), including scheduling and note-taking responsibilities. Ensures the progression of work towards deliverables, confirms members are aware of and accountable to tasks and deadlines, manages between-meeting work, tracks progress and keeps supervisor informed of developments. Assigns members to report pertinent updates to the full Diversity Council.
Manages bi-monthly strategy sessions for the affinity group leaders. Handles scheduling and note-taking, ensures the progression of work, coordinates retreats, etc. Supports the work of the DEI Hackathon Work Groups through serving as a liaison for members, ensures meetings are scheduled, tracking progress and inquiries, addressing and elevating concerns, and conveying feedback from the Hackathon Management Group.
Designs and administers surveys, exporting and analyzing survey results, including surveys related to exit interviews, events, equity advisers, and hiring managers. Monitors and elevates responses received through the Anonymous DEI Feedback Form. Assists in preparing, executing, and monitoring progress on the DEI Strategic Plan.
Evaluates programs and projects to identify opportunities for increased efficiency in support of organizational and departmental growth. Programs and Events Orchestrates DEI programming, encompassing educational trainings and workshops. Tasks include gathering materials from speakers, developing preparatory meeting agendas, creating webinars, managing post-event processes such as sending thank you messages and surveys.
Guarantees seamless event logistics by identifying and reserving appropriate venues, communicating with presenters and other stakeholders, collecting materials, arranging for refreshments, and coordinating technology in a timely manner. Data Analysis and Management Compiles, analyzes, and interprets data related to employees, applicants, performance ratings, and alumni/donors. Transforms raw data into clear, actionable insights, providing the department with a comprehensive understanding of the data's implications for decision-making and strategic planning.
Prepares visually compelling and persuasive summaries in reports and PowerPoint presentations. Creates and maintains complex spreadsheets, databases, reports, queries, etc. based on stated objectives.
Regularly monitors and reports on the completion rates for various DEI trainings for more than 250 staff members. Tracks DEI Performance Goal credit on a monthly basis, secures updates from affinity group leaders, and provides Reporting and Analytics with current and accurate information. Develops a system for tracking donor and engagement data for ultimate use by the organization in performance and goal metrics.
Miscellaneous Performs other duties as assigned. Minimum Qualifications: Bachelor's in business, accounting or a related field + 1 year program administration or similar experience; or 3 years program administration or similar experience. Minimum Competencies: (Skills, knowledge, and abilities.) Proficiency in Word, Excel, Outlook, and PowerPoint Preferred Qualifications: Robust demonstrated commitment to DEI, ability to adeptly facilitate meetings and efficient management of associated tasks, coordinate and manage multiple events and projects, and prepare and analyze surveys and event invitations.
Preferred Competencies: (Skills, knowledge, and abilities) Strong ability to problem-solve, work independently in a dynamic and fast-paced environment, manage multiple projects concurrently, synthesize data, quickly and easily learn new technology, cultivate and sustain meaningful partnerships, serve as a trusted leader for staff, and possess excellent written and verbal communication skills. 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. 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. Target hiring range for this position will be between $50,000-$55,000 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.
