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.
The Ken and Ruth Davee Department of Neurology’s Professional Affairs unit oversees the recruitment, hiring, onboarding, and position management of all faculty and staff appointments in our ten divisions. Our team also is responsible for general administration including department events, communications and facilities.
Manages day to day operations.
Ensures that the department’s Professional Affairs service guidelines, policies & procedures are implemented & maintained and identifies opportunities for improvement in workflow.
Manages design and development of Professional Affairs 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.
Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Communications & Outreach
Maintains websites and department Intranet.
Creates new web pages and content, when applicable.
Develops coordinated, consistent marketing and brand messages.
Incorporates social media and networking into program/project aspects as appropriate.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the HR eRecruit job postings and coordinates new position intake with Talent Acquisition and the Associate Department Administrator.
Works with hiring manager and Associate Department Administrator to document promotion justifications and drafts position descriptions for new roles.
Works with the International Office as required and provides guidance to department faculty and staff for all visa issues. Submits visa requests for staff, faculty, and trainees in the department, maintain compliance with policies of NU and the International Office.
Processes department volunteer requests to ensure compliance with NU policies and procedures related to volunteers.
Initiates research staff and visitor appointment paperwork and reviews for accuracy and completion.
Prepares paperwork and manages hiring of student temps, direct temps, and temp center hires.
Manages student appointments including tuition deployment in SES database.
Prepares documentation at the direction of the Associate Department Administrator for PAC submissions and/or HR compensation for staffing changes, including reappointments, salary adjustments, and other processes.
Reviews department associated practices and processes and recommends changes to increase efficiency and effectiveness ensuring that posting, hiring, salary adjustment, termination, and other employee life cycle activities.
Serves as Kronos supervisor, assisting with timekeeping efforts for department, and submitting historical pays as required.
Coordinates faculty recruitment including communications, advertisement placement, itineraries, expense management, and reporting to department leadership.
Coordinates processes related to faculty appointments, hospital credentialing & exit (retirement & termination) processes. Initiates FASIS appointment paperwork.
Applies policies, recommends opportunities for improvement in workflow.
At the direction of the Associate Department Administrator, collects and compiles data for faculty annual scorecards and coordinates logistics for annual retreat.
Manages faculty onboarding for basic scientists and physicians in partnership with the Associate Department Administrator.
Reviews faculty on-boarding and relations practices and processes recommending changes to increase efficiency and effectiveness and ensuring that appropriate information is exchanged in a timely manner.
Provides support for preparation of annual Promotion and Tenure cases.
Facilities & Safety
Serve as primary department liaison for evacuation drill coordination and delegate to wardens, manage communications.
Prepares draft communications on space updates for departmental faculty and staff.
Serve as department lead for coordinating space renovations, moves, etc. including the coordination with IT, facilities, moving vendors, and end users related to packing, activation of services, vendor management, etc.
Enters updates to Facilities Connect space assignments and ensures accuracy in the annual university space validation survey process, including timely and accurate submission for academic and lab space across the department.
Assist the Department Administrator and Associate Department Administrator in mentoring other junior staff members.
Responsible for coordinating and overseeing training of new program assistants in the department.
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.
Prior experience at academic institution
Prior experience with faculty affairs and/or human resources Familiarity with Northwestern HR processes Intermediate knowledge of Microsoft Office
Ability to multitask and manage multiple projects simultaneously
Project management skills
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: 38359
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.