Department: Kellogg Facilities
Salary/Grade: EXS/8

Job Summary:

About the Kellogg School of Management at Northwestern University

The Kellogg School of Management at Northwestern University is a premier institution for management education. Founded in 1908 and based just outside of Chicago, Kellogg is home to a renowned, research-based faculty and the best and brightest MBA students from around the world.

Global business education is different today because of the teamwork and collaboration models that Kellogg pioneered 40 years ago. And, in the 21st century, Kellogg is truly a different voice in management education: We believe business can be bravely led, passionately collaborative and world changing.

At Kellogg, we are educating, equipping and inspiring leaders to excel in today's complex Collaboration Economy. As a global community, Kellogg welcomes and embraces diverse perspectives that together enrich learning.

Kellogg students learn to build strong organizations that drive value creation in markets, harness the architectures of collaboration, deftly navigate between the private and public sectors, and innovate in the marketplace at firms large and small.

Our world-class faculty are recognized thought leaders whose teaching and cutting-edge research change how the world thinks about complex problems affecting business and society.

The school's powerful global alumni network is 54,000-strong, comprised of true Kellogg leaders who lead top organizations.

About the Kellogg Global Hub

Located on the western shores of Lake Michigan in the heart of Northwestern University's Evanston campus, the Kellogg Global Hub is a 425,000 square foot newly constructed building housing the Kellogg Full Time MBA program along with faculty, staff and student interacting departments. Facility is a state of the art.

About the Position

Oversee Global Hub facility wide scheduling system of record including system training and modification, communications with system vendor support, and analysis to maximize and improve system performance. Manage scheduling as an independent entity in support of multiple key Kellogg business units Appraise all schedule requests for Kellogg events and NU events including requests from Presidents office, Provost Office, Executive VP and Board of Trustee event planners, conferences, and academic meetings in consideration of Kellogg space usage guidelines. Partner with Associate Director of Facilities, Records and Registration, Event Planning and other key stakeholders in creating, developing and disseminating protocol for schedule requests and approvals. Approve and confirm requests according to the service level agreement for scheduling. Assign, detail and edit requests as needed in order to support Kellogg's mission and optimize space and resource utilization while avoiding conflicts. Generate detailed confirmations and invoices using automated systems. Ensure accurate and timely accounting functions. Manage related correspondence for clients and users on a timely basis. Provide daily and weekly reports/resources for building wide and departmental operation needs. Collaborate with Facilities team to provide coverage and support for other positions within team during times of high volume and as needed. Other job duties may be assigned based on business needs.

Specific Responsibilities:

Scheduling -

• Oversee strategic operations and processes for Kellogg scheduling system to ensure all building events are planned, scheduled and executed seamlessly, coordinated efficiently and comply with all Kellogg standards and policies.
• Serve as primary role in development, implementation and maintenance of Kellogg scheduling system encompassing total building space and resource allocation. Initial point of contact and responsible for gathering all relevant data and review of each scheduling requests for every events requested in Kellogg Global Hub, including events over 1000 people.
• Assess substance and frequency of events as well as event needs and act as liaison to all building stakeholders and visitors to assure events meet Kellogg standards, abides by Kellogg policies and can be supported to Kellogg standards while maximizing both Kellogg occupant and outside guest experience.
• Partner and coordinate reliably and with excellent customer service with Kellogg Senior Leaders, department heads, faculty, staff and students as well as all Northwestern personnel including President, Board of Trustee and Provost's Office through event process from approval and scheduling to execution. Act as point of contact for all VIP events and conferences by making sure all event needs are coordinated with Kellogg Service Teams.
• Build and maintain collaborative relationships with Kellogg Senior Leaders to maintain approval channels for various restricted spaces and events. Partner with Senior Leaders for high level and unique events to assure maximum Kellogg experience.
• Proactively forecast demand and allocate classrooms and function spaces based on anticipated needs and historical data. Brief and notify event hosts of key dates, large and noteworthy events, cyclical building congestion issues, holidays, shutdowns, potential conflicts or errors.
• Continually monitor building utilization to assure space efficiency and maximize space and programming opportunities. Manipulate daily space usage to assure maximum programming and minimal event denials.
• Handle complex issues involving maximizing space and other resources, and mediation of conflicts over room reservations for faculty and senior administrators, including engaging appropriate Senior Leaders when necessary.
• Maintain and manage protocols and approval channels for EMBA and Exec Ed space requests engaging Senior Leaders when appropriate.
• Manage, schedule and coordinate all large event details at the Kellogg Global Hub through weekly Resource Meeting, bringing together all event hosts and multiple Kellogg Service Teams.
• Coordinate between event hosts and KGH Service Teams so that event needs are properly conveyed and Service Teams are knowledgeable about events and equipped to support each event at Kellogg in efficient and effective manner. Work closely with contracted Foodservice provider, Kellogg Information Systems, Kellogg Facilities support staff, and Special Events Team to ensure seamless delivery of all events at the Kellogg Global Hub.
• Establish, coordinate and facilitate cross-functional operations in person and on a routine basis with many units across Kellogg and Northwestern including Kellogg Information Systems, Dean's Office, Senior Leadership team, Special Events, Speakers & Conferences, Alumni Relations, Corporate Partnerships, Career Management Center, Admissions, Student Life, as well as University departments such as the Office of the President, Provost's Office and Board of Trustees.
• Ensure that Kellogg policies, brand and standards are incorporated thoughtfully and consistently throughout the planning of all Kellogg events.

Access-

• Configure and manage all security access controls in the Kellogg Global Hub within the Millennium Access Control System, including all physical access controls and Wildcard access authorizations through controlled access decisions.
• Partner with Senior Leaders to develop and implement access control procedures and policies.
• Build and maintain collaborative relationships with senior Kellogg leaders, Millennium and Wildcard Office leaders to maintain approval channels for access issues in the Kellogg Global Hub.
• Identify current & future access issues, provide underlying data to Senior Leaders to assist in reaching unique and high level access decisions and policies.
• Continually assess, forecast and propose changes to access levels for approval by Senior Leaders in compliance with Kellogg policies. Conduct individual electronic building lock changes to fully maximize Kellogg space usage, Kellogg experience and Kellogg occupant safety.
• Maintain and continually update current access control database per designated occupant classifications, as determined by collaboration with Senior Leaders.

Occupancy-

• Manage and oversee all KGH building occupancy maps and database, assuring that Kellogg Senior Leaders have immediate access to current occupancy data to maximize over 800 Kellogg Global Hub spaces.
• Oversee building space configuration changes to assure occupancy data is up to date for senior leader's space determinations.
• Update and maintain Facilities Connect to assure accurate space planning, space designation and assignment, allocation, safety and emergency communications.
• Work seamlessly with Northwestern Facilities in annual Space Validation process, verifying accurate space data for all KGH spaces to be used in negotiating the University's Facilities and Administrative Rate providing governmental reimbursement to the University for the incurred infrastructure support costs.

Billing-

• Develop and manage billing and invoicing procedures for all events at the Kellogg Global Hub within scheduling systems of record.
• Establish building wide billing procedures within scheduling system of record to effectively and efficiently apply multi-tiered billing structure.
• Communicate building billing policy to all key stakeholders.
• Negotiate event fees while apprising Kellogg Senior Leaders of decisions and engaging Senior Leaders in negotiation process when necessary.
• Create and communicate all event estimates and invoices and submit timely monthly billing to NU Finance.
• Work closely with NU Finance to ensure compliance with all Generally Accepted Accounting Principles.
• Provide reporting and tracking as needed to Senior Leaders.

Scheduling System Expertise/Training-

• Serve as resource and subject matter expert in scheduling system of record and complex scheduling issues for over 6000 Kellogg users.
• Partner with Associate Director of Facilities and Senior Leaders to create, draft, modify and enforce KGH Building Policy, including designating approval channels and best practices.
• Responsible for key decision making using Building Policy to approve requests and assign space accordingly while assuring all Kellogg requirements and policies are being met.
• Evaluate workflow and recommend changes to procedures and policies to Senior Leaders to improve effectiveness.
• Act as resource to all Kellogg scheduling system users for scheduling system issues, including efficiency of user inputs and advanced capabilities when appropriate.
• Identify, manage and effectively train (and coordinate training for) all building scheduling system users.
• Interface with scheduling system functional administrator and software vendors to modify and improve system.

Reporting -

• Gather, summarize, interpret and create reports to submit to Senior Leadership, making fact based recommendations as needed on building utilization and effectiveness.
• Run queries and analyze room usage and class schedule data to optimize room and seat utilization.
• Calculate utilization rates and patterns, identify gaps and areas of waste and propose calibrations to attrition policy as needed to balance against tangible costs of allocated goods and services.

Operations -

• Develop and implement daily building wide space and resource schedule through scheduling system of record for Facilities team service providers including program assistants and custodial staff to assure all resource requests are met on a timely and efficient basis.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• BA or equivalent; scheduling or event management experience.
• Experience in customer service delivery.
• Experience in customer service with internal and external users.
• Experience in leadership and management of teams and projects.
• Experience serving on small and large teams.
• Demonstrated ability to learn and adapt to emerging technologies.
• Demonstrated ability to manage and analyze data.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Excellent computer skills including Excel, appointment programs,
• Ability to handle many tasks simultaneously required. Must be able to work independently. Project a professional demeanor and be proactive about identifying and resolving potential problems.
• Excellent attention to detail, organizational skills and ability to prioritize.
• Excellent analytic and problem solving skills.
• Ability to perform well in a multi-task environment; demonstrated ability to troubleshoot, problem solve, prioritize, and meet deadlines.
• Demonstrated ability to work collaboratively and effectively with other team members.
• High degree of sensitivity and tact in communication to students, staff and faculty.
• Strong ability to collaborate effectively with faculty and administrative staff members across Kellogg and to arrive at common solutions with a high degree of professionalism; ability to influence team members by positive example of team building and team spirit.
• Demonstrated efficiency and initiative.
• Outstanding customer service skills.
• Excellent oral and written communication skills, including the ability to communicate effectively and diplomatically in-person, over the telephone and via written correspondence.

Preferred Qualifications: (Education and experience)

• BA; Extensive event scheduling software or property management system experience.
• Experience in event management or hotel management.
• Experience in invoicing and accounting

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiar with Kellogg-NU event management systems, familiar with a University environment. Experience working with event scheduling systems and invoicing. Excellent customer service and communication skills. Experience in rolling out new systems to a mature organization.

Target hiring range for this position will be between $75,000 - $95,000 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.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 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 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.

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