Department: MED-NU-CATS Institute Salary/Grade: EXS/6
Provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. 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 Project Coordinator Sr. oversees all administrative aspects for the KL2 Multidisciplinary Career Development Program and the Mentoring Consultation Service within the NUCATS Institute’s Center for Education and Career Development. The position provides management for education, research, & operations programming, recommends goals, assesses feasibility and ongoing performance while providing day-to-day oversight of administrative and operational functions.
The Project Coordinator Sr. reports to the Assistant Director of the Center for Education and Career Development and will serve as a primary point of contact for all KL2 trainees from the recruitment process through appointment period and alumni tracking.
The role also manages oversight of the Mentoring Consultation Service, including all related logistics and implementation of processes.
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.
Budgets & Financial
Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
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.
Oversees 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.
Strengthens partnerships with external resources by defining, promoting and marketing benefits of participation and involvement to the organization.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organization engaged via active participation in the success of program/project.
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.
Observes program sessions and interacts with participants for purpose of gaining insight, growing and strengthening program knowledge, and optimizing participant satisfaction.
Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates.
Implements corrective actions required as a result of surveys or other indicators.
Manages programming, educational, 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.
Manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
Manages recruitment of faculty.
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.
Manages a career development program for junior faculty. In this capacity, s/he recruits faculty for the program, manages the selection and appointment process, communicates and implements policies as necessary, builds relationships with their primary department administrators, and supports the trainees in administrative tasks as described above.
Grants & Contracts
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.
Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.
Manages many of the compliance responsibilities for the KL2 grant, including ensuring that the grant is cited on scholar publications, xTrain appointment memos, and ensuring that programming written in the grant is implemented.
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.
Manages program/project curriculum, seminars, presentations, workshops, learning experiences, websites, social networking, etc. based on goals/objectives.
Manages academic quality and continued growth and expansion.
Identifies & obtains external expertise as needed and works with content experts for current and new programs.
Reviews programs/projects to increase efficiencies to support growth.
Manages speaker selection, communication, and topic development.
Leads program/project updates and improvements.
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.
Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.
Supervises 1-2 staff.
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.)
Customer Service orientation required.
Preferred Qualifications: (Education and experience)
Experience working in an academic environment directly related to supporting education programs, including regular contact with students and faculty.
Demonstrated experience working with educational programs in higher education, including regular contact with students and faculty.
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: 38882
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.