The Program Coordinator provides management for an education, research &/or operations program/project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.
Manages day to day operations.
Manages calendar - supervisor's &/or department.
Manages complex scheduling arrangements involving multiple parties & conferences, international travel, etc.
Coordinates large scale &/or complex events.
Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
Manages design and development of program databases; compiles & analyzes data; prepares reports.
Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Budgets & Financial:
Participates in budget preparation.
Maintains budget & associated analysis & reports.
Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
Responsible for payroll, purchasing, travel & entertainment (T&E) transactions.
Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.
Facilities & Safety:
Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
Maintains key database & security.
Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase.
Coordinates set up of furniture, data & phone lines.
Brings requests for building & space improvements to attention of management.
Completes appropriate section of annual SIMS survey following NU protocol.
Participates in communication of area safety plan.
Communication, Outreach & Recruitment:
Develops coordinated, consistent marketing and brand messages.
Based on analysis, research, &/or knowledge of subject matter, professional field &/or topic, prepares & compiles correspondence, reports, etc.
Creates state-of-the-art website.
Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.
Incorporates social media and networking into program/project aspects as appropriate.
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 organizations engaged via active participation in the success of program/project.
Reviews market trends to recommend future plans to increase revenue, participation, engagement, etc.
Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
Partners with NU development office and grant manager to identify and seek program funding.
Identifies grant funding.
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent).
In consultation with management & Central HR, administers HR solutions.
Maintains excellent working relationship with Office of Human Resources.
Reviews programs/projects to increase efficiencies to support growth.
Manages speaker selection, communication, and topic development.
Leads program/project updates and improvements.
Ensures compliance with all necessary organizations.
Prepares documentation as required.
Administers & maintains existing strategic plans.
Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.
Supervises 1-2 staff &/or provides work direction.
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.
1 year program/project administration or other relevant experience.
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: 38596
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.