Department: ISEN - Inst Sust Energy Salary/Grade: EXS/5
**For full consideration please submit cover letter and resume with application**
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 Institute for Sustainability and Energy at Northwestern (ISEN) advances global sustainability and energy solutions through transformational research, interdisciplinary education, and public engagement. ISEN seeks a motivated, energetic, engaged professional who has a demonstrated interest in sustainability and energy to serve as a Program Coordinator.
This position will primarily be responsible for:
processing purchase orders and expense reports for a portfolio of sponsored projects and operating funds;
organizing and planning a variety of meetings and special events such as: seminars, colloquia, symposiums, and meetings with stakeholders, donors, co-directors, and staff. This includes arranging space, catering, and travel, and lodging, and;
serving as the Institute’s “front desk” or point-of-contact to internal and external stakeholders.
This position requires a high degree of independence, discretion handling confidential information, attention to detail, organizations skills, excellent communication (written and verbal), and ability to follow up on meetings and plan next steps in collaboration with ISEN leadership and staff. Some occasional evening work is required to support special 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.
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 (for meetings and events).
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.
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.
Communication, Outreach & Recruitment
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.
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.
Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
Identifies & obtains external expertise as needed and works with content experts for current and new programs.
Manages speaker selection, communication, and topic development.
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.
Minimum Competencies: (Skills, knowledge, and abilities.)
Advanced knowledge of office systems such as Microsoft Office (Word, Excel, and PowerPoint).
Detail oriented with excellent writing, communications, and interpersonal skills.
High flexibility and able to work effectively with internal and external constituents, including students, faculty, administrators, donors and industry partners.
Understanding of the philosophy, culture, goals and structure of a university.
Able to prioritize among multiple deadlines and projects simultaneously.
High level of service orientation in assisting students, faculty and staff, including proactively generating multiple, creative solutions to resolve problems, make nuanced judgements and troubleshoot.
Ability to work in a team environment, yet self-directed and confident working independently.
Experience and knowledge of NU systems such as SES, NUFinancials, MyHR, Egencia, and Cognos Reporting.
Strong skills in the areas of people management and communication; positive and engaging demeanor; consistent orientation to solve problems, advance planning and avoiding crises and conflict.
Preferred Competencies: (Skills, knowledge, and abilities)
Thrive independently with minimal supervision, manage multiple tasks, demonstrate the ability to think critically, and provide exemplary customer service.
Ability to prioritize and manage workload in a highly dynamic, fast paced environment. The MSES program is new and is cutting a new path in many ways. The successful candidate will be comfortable with ambiguity and will be able to make preliminary decisions with limited / incomplete information.
Passion for energy & sustainability. As one of the most public faces of the program, a commitment to the mission is critical.
Existing knowledge of the basics of sustainability or a willingness to learn.
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: 39265
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.