The Senior Program Coordinator provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. This role ensures the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program/project on internal & external administrative affairs by recommending alternatives & suggestions.
The Senior Program Coordinator, Speakers Bureau will manage the operations of the Kellogg Speakers Bureau (“the program”), serve as the team’s data manager and analyst and Salesforce SME for Kellogg External Relations, and coordinate with school partners on workflows and information sharing in order to enhance efficiencies and effectiveness of outcomes related to speakers and Top Engagement Prospects at Kellogg.
This individual will also provide some administrative support to the Speaker Bureau & Conferences team, including financial and budget administration, inventory management, and supervision of multiple student workers.
This position will work closely with teammates in the Kellogg Advancement Office, the Kellogg Dean’s Office, the Kellogg Faculty Affairs Office, the Kellogg Student Affairs Office, other administrative offices, and with student club leaders and individual faculty members.
Areas of responsibility include:
Budget & Financial
Facilities & Safety
Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
Manages process and system for tracking all speakers (~1,500) across all Kellogg programs
Maintains data in CRM system of record, Salesforce, utilizing optimal methods and consistent with data quality standards and school policies
Creates Contacts, Accounts, Campaigns, Campaign Members, Notes, Opportunities and other related Salesforce objects
Manages data input and output with Salesforce, including web-to-lead conversions, mass imports, de-duping and data maintenance, and manual entries
Responsible for review, prep, import and maintenance of data in Salesforce on 1,100 Top Engagement Prospects (TEP)
Maintains current standards of Salesforce system organization
Manages inventory of speaker gifts, conference materials, and office supplies.
Develops, maintains & reports on quantitative and qualitative performance measures.
Develops and refines regular report creation and manages distribution, including automated summary reports on system metrics, and project management spreadsheets for tracking of Speakers Bureau services delivery and outcomes
Creates and maintains complex spreadsheets and databases, queries, charts, etc. based on supervisor’s information objectives
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.
Reviews exceptions forms and reimbursements that require special attention.
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
Identifies opportunities and strategies for short- and long-term growth & expansion.
Oversees marketing of new and current programs, working with partner institutions & media to ensure marketing plan effectively targets applicants, sponsors, etc.
Maintains Speakers Bureau website, speaker-related information on other internal sites, and is responsible for quarterly communications to Kellogg community.
Ensures that all advertising and marketing materials accurately represent programs.
Manages development and maintenance of evaluation processes including associated metrics and key performance indicators.
Implements and evaluates system to track speaker-related engagements for more than 200 prospects, from nomination to post-engagement activities.
Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project.
Advises and executes on Salesforce system optimization and design, in particular as enhancements to Speakers Bureau services, and efficiencies, are built utilizing the system.
Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.
Manages programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
Provides support to Program Manager, Speakers Bureau
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.
Collaborates with Student Life, Career Management Center and Corporate Partnerships on planning of quarterly and annual student club leader training presentations.
Manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
Applies policies, recommends changes, implements new & ensures consistent interpretation.
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.
Serves as SME on Salesforce for External Relations, with relational responsibilities across Kellogg with other system users, to level best practices and influence consistent and best-in-class operations.
Manages relationships with partners, foundations, etc. and coordinates logistical support
Notifies and advises appropriate internal parties – administrative units, faculty members, club leaders and others – of protocols and best practices for speakers and Top Engagement Prospects on campus.
Represents the Speakers Bureau with student clubs.
Presents training materials to student club leaders at least annually on processes and best practices.
Continually assesses and innovates program/project to achieve educational goals.
Develops strategy for program/project growth and expansion.
Recommends changes and improvements to optimize workflows internally and with partnering units, to ensure most effective and efficient use of resources, and to maximize outcomes of speaker and Top Engagement Prospect engagements
Develops the creation &/or implementation of associated training.
Creates and refines administrative work procedures, policies and operational methods – including Standard Operating Procedures (SOPs) and best practices, and documents as applicable.
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.
Implements a department strategy for structure, process, & staff support of students.
Supervises as many as three concurrent work/study employees.
Performs other duties as assigned.
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.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
Basic to intermediate level knowledge of CRM systems.
Excellent verbal/written communication skills.
Ability to learn new technologies quickly.
Comfortable working in a fast-paced work environment; works well under deadline pressure.
Self-starter with comfort in taking initiative when needed.
Demonstrated ability to maintain high level of work confidentiality.
Preferred Qualifications: (Education and experience)
Previous work in higher education setting.
Certificates demonstrating data management or project management expertise a plus.
Preferred Competencies: (Skills, knowledge, and abilities)
Experience with Salesforce and/or other higher education development databases (i.e.BSR Advance)
Experience using Microsoft PowerBI
Experience reporting to senior leaders and providing regular executive reporting.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35897
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.