Senior Program Coordinator

Department: Office of the Provost
Salary/Grade: EXS/7

The target hiring range for this position will be $58,000 - $65,920 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.

Job Summary:

Manages the organization, execution, and administrative support for a variety of academic initiatives and faculty programs within the Associate Provost for Faculty team, including but not limited to: faculty leadership and development programming; Academic Program Review; the Nemmers Prizes; engagement with the Northwestern Emeriti Organization (NEO); and a suite of faculty awards, grants, and endowed lecture funds. The Senior Program Administrator leads logistics for all initiatives and programs within this portfolio; monitors and facilitates financial transactions to support initiatives and programs; develops, implements, and reports on metrics to assess programmatic effectiveness and attainment of goals, and makes recommendations to ensure alignment between program design and goals; develops, coordinates, and executes complex communications on behalf of the team and with both internal and external stakeholders; maintain all program documentation, metrics, evaluations, and website materials; and assists team in planning for content, timing, and format of programs and initiatives led by the Associate Provost for Faculty.

Specific Responsibilities:

Administration

• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Develops, maintains & reports on quantitative and qualitative performance measures.
• Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Budgets & Financial

• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Creates & oversees finances, budget, associated analysis & reports.
• Creates/enhances internal daily, monthly & annual processes & training.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.
• Approves funds reallocation within budget as necessary & appropriate.
• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.

Communication, Outreach & Recruitment

• Ensures program/project success in regard to revenue & expense goals including recruitment, participation, etc.
• Identifies opportunities and strategies for short- and long-term growth & expansion.
• Creates & implements program/project brand identity and marketing & advertising strategy.
• Oversee marketing of new and current programs, working with partner institutions & media to ensure marketing plan effectively targets applicants, sponsors, etc.
• Ensures that all advertising and marketing materials accurately represent programs.
• Pursues opportunities for alumni contact & solicitation.

Evaluation

• Manage development and maintenance of evaluation processes including associated metrics and key performance indicators.
• Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project.
• Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.

Events

• Manages programming, education, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Manages planning and arrangement of meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Manage event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Faculty Support

• Manages recruitment of faculty.
• Provides logistical/operational recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Applies policies, recommends changes, implements new & ensures consistent interpretation.
• Manages all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, ) ensuring optimal faculty support.

Grants & Contracts

• Supervises professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
• Responsible for pre- & post-award administration; may be completed by research administrators.
• Builds relationships with Principal Investigators (PIs) & NU research associated offices
• Transfers knowledge & advises on research policy & procedure.
• Supervises payroll administration for research appointments.

Human Resources

• Recommends organizational structures to align with strategic mission.
• Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Manages recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Supervises & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.

Program Development

• Researches competitor, and state-of-the art developments to enhance, improve, and innovate program curricula and delivery to better meet goals & objectives.
• Coordinates with program/project sponsors on the delivery of all onsite instruction and provision of logistical support.
• Recruits, trains and assigns faculty/instructors to teach programs.
• Supervises creation of components, including curriculum development, lectures, conferences, seminars, support groups, etc.
• Oversee development and implementation of new program/project initiatives.
• Manages relationships with partners, foundations, etc. and coordinates logistical support
• Continually assesses and innovates program/project to achieve educational goals.
• Develops strategy for program/project growth and expansion.

Regulatory Compliance

• Manages development & implementation of processes & procedures for all safety, security & compliance programs.
• Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Develops the creation &/or implementation of associated training.

Strategic Planning

• Manages & implements strategic plans.
• Reviews plans, meets with leadership & key faculty & staff.
• Provides advice & counsel & recommends changes & improvements to functional operations to better meet organizational needs & objectives.

Student Support

• Manages recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements adminssions criteria in accordance with associated NU policy.
• Supervises student orientation, registration, student life, graduation, etc.
• Supervises student matters, such as academic probation and other issues escalated from staff.
• Implements an advising system to support all students, including working directly with prospective and enrolled students on issues ranging from qualifications for enrollment, course and placement planning, as well as career planning.
• Implements a department strategy for structure, process, & staff support of students.
• Prepares academic year course schedule; monitors course registration & enrollments.

Miscellaneous

Performs other duties as assigned

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

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 2 years program/project administration or other relevant experience in an institution of higher learning or education.

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

• Ability to take initiative and work independently on projects.
• Ability to work on multiple projects simultaneously and prioritize as appropriate.
• Excellent written and verbal communication skills; excellent attention to detail.
• Excellent interpersonal skills, flexibility, and the ability to deal with various audiences including senior administrators, dean's offices, alumni and outside organizations including community, foundation, and government entities.
• Ability to handle confidential information appropriately, and to use good judgment in making decisions.
• Familiarity with the University's institutional structure and sensitivity to its research, teaching and service mission
• Service-oriented attitude to assisting students, faculty, and staff in resolution of problems.

Preferred Qualifications: (Education and experience)

• Experience with NU budget and financial systems; experience tracking and reconciling project budgets.
• Experience with organizational/project management tools such as SmartSheet, Qualtrics, SOAP, etc.
• Experience supporting faculty and academic initiatives across a large, complex institution.

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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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