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Job Description

• Work with the Associate Director to assist in the administration of Kellogg undergraduate curricular programs which currently includes the International Development Studies (IDS) minor and concentration. Manage fall and spring cross-listing processes, working closely with the Keough School and the Registrar’s Office while maintaining communication with departments regarding updates and changes. Serve as the Kellogg point person for CourseLeaf. Create course lists and descriptions to share with students. Assist with registration, approving students for courses.
• Attend/take minutes for the IDS faculty committee meetings each semester.
• Conduct database input for IDS, as well as collection of data for programming and reporting, and assist with data analysis.

• Assist Associate Director with the administration of all undergraduate research programs including new initiatives as they come up.
• Assist Associate Director with management of the Kellogg Developing Researchers Program, helping with undergraduate applications at the beginning of fall and spring semesters, creating award letters, adding relevant information to databases, tracking student progress for skills training throughout the semester, managing faculty requests for researchers, handling payments of students and managing student renewals for initiative each semester.
• Assist Associate Director with marketing of initiatives as well as development of web pages for all research initiatives.

• Implement fall and spring post-award administrative responsibilities, including the preparation of award letters and creation and submission of award payments in TravelND.
• Assist with post-award communication. Programs currently include pre-Experiencing the World Fellowship Program, Experiencing the World Fellowships, Kellogg/Kroc Undergraduate Research Grants, Virtual Internships, Kellogg International Scholars Program, Kellogg Developing Researchers Program and Post-graduate Fellowships.
• Assist with the post-award administration of competitions for undergraduate funding; create folders, charts, status reports, evaluations; assist in scheduling committee meetings and communicating with selection committee members.
• Oversee processes for post-graduate fellowships and ensure compliance with University and Institute policies.

• Research best practices for new initiatives for alumni.
• Communicate with alumni regarding updated contact information, jobs and photos
• Administer virtual alumni talks once each semester
• Communicate with undergraduate alumni, including coordination on videos, Zoom meetings and other alumni activities.

• Working with Undergraduate Program Manager, manage undergraduate student employment, including hiring, orienting and supervising student workers for both fall and spring.
• Distribute communications to International Scholars’ Program (ISP) and International Development Studies (IDS) students, as requested, and maintain Google Site for ISP students.
• Administer registrations for all undergraduate events each semester and keep Associate Director and Undergraduate Program Manager up to date on status of registrations.
• Administer mailings of brochures, certificates, and other materials for various student programs
• Ensure supplies for senior ceremony are in stock and handle certificates and cords for graduates
• Compile photos for undergraduate programs and recommend photos for website and publications

• Provide support to the Institute’s Associate Director to assist in performing duties and ensuring that Institute operations run smoothly and efficiently.
• Assist the Associate Director with internal and external communications.
• Coordinate relationships with Institute stakeholders, other University departments/units, and external partners and constituencies; regularly interact with internal and external (to the University) visitors and guests on behalf of the Associate Director
• Provide administrative coordination and support for the Associate Director of the Institute. This may include:
  • serving as primary point of contact;
  • scheduling;
  • preparing agendas, meeting materials, and minutes;
  • arranging venues and catering. Track and manage Associate Director’s workload and tasks and provide administrative support to ensure that work is completed in an accurate, professional and timely manner.
  • assisting Associate Director with preparation of various reports, presentations, and documents, including collecting and organizing relevant data and information for reports;
  • creating, maintaining, and organizing online resources (e.g., Google docs, sheets, forms) as needed by the Associate Director; and
  • serving as Concur/TravelND delegate for Associate Director to coordinate travel and prepare expense reimbursements.

• Administer Traveling Trunks Program, supervising students who complete the day-to-day tasks of the program.
• Educated and knowledgeable about the Institute (with particular focus on undergraduate), its mission, and its programs (including familiarity with Institute websites, databases, publications, etc.) and able to articulate that information to visitors, guests, etc. 
• Serve as an information resource and problem solver, answers questions, and directs visitors to appropriate staff when applicable
• Crosstrain in Kellogg main office duties including, but not limited to FedEx, Office Depot (BuyND), and building maintenance (AIM work orders)
• Additional tasks as required.

Minimum Qualifications

• Bachelor’s degree (4 years)
• 3-4 years of experience

Preferred Qualifications

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