Administrative Assistant, Kellogg Evening and Weekend MBA Program

Department:
Kellogg Student Life - E/We

Salary/Grade: NEX/12

Job Summary:

The Evening & Weekend Administrative Assistant is a highly visible, front line role within a fast paced MBA Program office. As a key member of the Student Experience Team, this position delivers high level administrative support and world class client service to students, faculty, staff, and visitors.

The Administrative Assistant engages daily with students and faculty through management of shared inboxes, phone inquiries, and in person support at the front desk. The role coordinates specialized administrative tasks, project logistics, and operational processes related to events, expenses, and calendar management.

This team member oversees a wide range of administrative functions, including event support, budget tracking and reconciliation, bill and expense processing, database and communications support, digital signage creation and maintenance, and general office operations. They also manage contract and payment workflows for student events, ensure compliance with administrative policies, and contribute to a seamless, service oriented student experience.

Please Note:

This position is in person and works Monday-Thursday 12:00 pm - 8:00 pm;
Saturdays 8:00 am - 4:30 pm during academic terms. Position will work Monday - Friday 8:30 am - 5:00 pm during academic break periods.

Specific Responsibilities:

Accounting

* Administers budgets for departments and student clubs.

* Processes financial transactions including transfers, deposits, funding changes, and payroll.

* Prepares journal entries and monitors budget activity.

* Reconciles accounts and resolves discrepancies.

* Supports fiscal year end close and annual budget preparation.

* Administers budgets and/or accounting balances for multiple awards

Coordination

* Manages department calendar and annual team production plan.

* Oversees digital signage creation, design, and maintenance.

* Coordinates complex scheduling involving multiple parties and international travel.

* Sets up and cancels meetings based on subject matter and attendee needs.

* Coordinates large scale and complex events.

* Ensures completion of event logistics including advertising, registration, speakers, travel, venues, catering, and technology.

Student Engagement/Contacts

* Greets visitors and represents the department in routine internal and external interactions.

* Delivers high level customer service, directing guests and resolving unexpected issues.

* Manages high volume inquiries across phone, email, and in person channels.

* Answers and routes calls across multiple lines and triages messages appropriately.

* Manages program inbox and ensures timely, accurate responses.

* Schedules rooms and manages faculty requests as needed.

* Supports programs, events and projects across the Evening & Weekend team.

* Provides front desk coverage during colleague breaks.

Student Services/General Office

* Manages graduate recognition and supports Kellogg Leadership Journey programs.

* Creates graphics and materials for office programming, look books, and special projects.

* Supports email communications including weekly publications and student body messages.

* Oversees Wildcard, nameplate, and nametag processes.

* Manages returned exams and coordinates faculty outreach.

* Updates building access and parking and processes student paperwork and forms.

* Manages inventory and supplies and maintains front desk, mailroom, office areas, and faculty lounge.

* Coordinates with campus partners such as IT, Catering, and Facilities.

* Interprets policies, refers students to resources, and recommends procedural improvements.

* Collaborates cross program with the Full Time program assistant

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

* A high school diploma or equivalent required.

* 5 years of administrative support or other relevant experience required.

Minimum

Competencies:

(Skills, knowledge, and abilities.)

* Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.

* Willing or likely to take practical action to deal with a challenge or situation.

* Receptive to feedback, willing to learn,…