Assistant Director, Administration and Operations

Department: Inst Diversity and Inclusion
Salary/Grade: EXS/8

The target hiring range for this position will be between $80,000 - $85,000 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.

A well-qualified candidate within this department or unit has been identified and will be considered for the position alongside other qualified candidates identified through a competitive recruitment process. The University reserves its right to give priority consideration to internally qualified candidates.

Job Summary

Reporting to the Vice President & Associate Provost (VPAP) for Diversity and Inclusion, the Assistant Director works in partnership with the VPAP for Diversity and Inclusion, to oversee daily operations of the Office of Institutional Diversity and Inclusion (OIDI) and assist the VPAP in support of an expanding strategic mission regarding the University's diversity, equity and inclusion strategic priorities and initiatives. The Assistant Director will also support VPAP through anticipating deadlines, creating meetings, triaging complex requests and invitations, and building organizational order so that they may fully engage University partners.

The Assistant Director of Administration and Operations works to integrate unit and university diversity, equity, and inclusion priorities; engages closely with the VPAP for Diversity and Inclusion and the expanded OIDI team on systematizing operations and initiatives and optimizing administrative practices and procedures; and works with campus constituents overseen by the Office of Institutional Diversity and Inclusion and those working in close partnership on best practices related to administration and operation.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

Executive Administration:

• Supports the VPAP with complex scheduling and calendar organization, meeting and presentation preparation, and strategic decision-making around how best to prioritize and effectively use the VPAP's time.
• Receives and reviews incoming requests and prioritizes them according to significance and urgency.
• Effectively handles highly sensitive and confidential information using tact, diplomacy and exemplary judgment.
• Coordinates a variety of meetings, team building activities, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needs.
• Coordinates complex travel arrangements as necessary.
• Works collaboratively with other administrators and support staff throughout the University. Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies.
• Coordinates communications and follows up on behalf of the VPAP.
• Manages customer service and assesses constituent needs and expectations. Adapts services and communications to individualized situations, often resolving problems before they escalate.

Administration/Office Operations:

• Works closely with VPAP and the OIDI team to support initiatives critical to the advancement of the University's diversity and inclusion strategic priorities
• Collaborates closely with the VPAP to systematize operations and initiatives within OIDI, while working with colleagues across several administrative units.
• Oversees office operations and ensures that day-to-day operations are appropriately managed and effective. In addition to oversight of daily unit operations, scope includes: coordination and management of office space, technology, and administrative practices and procedures.
• Reviews/approves all contract for services and event contracts ensuring full compliance with NU policies (in partnership with Financial Coordinator).
• Works with Facilities partners to manage building-related needs and issues.

Project Management:

• Maintains tracking of high-level projects in SmartSheet. Trains staff as needed on best practices.
• Reviews programs/projects to increase efficiencies to support growth. Leads program/project updates and improvements.
• Prepares reports, project summaries, and memos related to OIDI's major initiatives.
• Supports events and speakers including selection, communication, topic development, and contract negotiation. Lead overall management of events leading up to and on the day-of assigned support roles across the OIDI team as required.
• Serves in the completion of OIDI special projects.
• Stays apprised of best practices in the field and continuously incorporates these into daily work, institutional policies, procedures, and initiatives.

Programmatic Administration:

• Supports the VPAP in the overall management and organization of OIDI's major initiatives.
• Engages with the OIDI sub-teams (NAIA; Women's Center) to ensure functioning of their initiatives and alignment with broader OIDI scope of work.
• Leads OIDI's restorative practices efforts programmatically and administratively. Recommends best practices for program engagement, progress, effectiveness, and sustainability.

Human Resources:

• Partners with the VPAP in the overall management and organization of OIDI's major initiatives.
• Engage and support OIDI leadership throughout throughout the hiring process including recruitment, hiring, and onboarding. Serves as a primary contact to the Office of Human Resources.
• Promote efficient, streamlined workflows for HR processes, such as position vacancies and recruitment.
• Provides thought leadership regarding human capital strategy.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Successful completion of a full course of study in an accredited college or university leading to a Bachelor's degree or higher in a relevant field.
• Minimum of 4 years of project management or program coordination experience, preferably in a higher education setting.
• Knowledge of diversity, equity, and inclusion current practices.
• Demonstrated understanding of and commitment to the core values of diversity, equity and inclusion.
• Strong organizational, problem solving and project management skills. Ability to work on multiple projects simultaneously, with attention to detail.
• Ability to use discretion and maintain confidentiality as well as the ability to communicate sensitive information verbally and in writing to a diverse population.
• Strong project management skills. Able to balance competing priorities and complex situations.
• Ability to work independently with tact, diplomacy and discretion while establishing strong working relationships with colleagues across a complex higher education environment.
• Excellent communication skills that require strong written, verbal, and general communication skills. Ability to prepare accurate and concise written materials.
• Possess a high degree of intellectual curiosity, and the ability to engage with others in addressing various business issues.
• Proficiency with Microsoft Office applications.

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.