Program Coordinator

Department: Office of the Provost
Salary/Grade: EXS/5

The expected salary for this position is between $55,000 - $58,275 per year, in alignment with departmental equity and market data.

Job Summary:

The Program Coordinator is a member of the Office of the Provost team, supporting the Associate Provost for Faculty. The Program Coordinator provides coordination in the Office of the Provost for a variety of programs and initiatives led by the Associate Provost for Faculty (APF): manages complex scheduling projects and logistics related to the APF's calendar, travel, and activities; coordinates key communication with internal and external stakeholders including university and school leaders; prepares materials; and effectively prioritizes competing priorities on behalf of executives, team, and faculty across the University. This role also provides expense, reimbursement, and reconciliation support on select budgets; manages day-to-day office operations; supports key special events such as Big Ten Academic Alliance seminars and other faculty support events; and conducts research in support of special projects. Under limited supervision, and using a high degree of independent judgment, the Program Coordinator will interact with Northwestern executives on a regular basis and exercise discretion in the coordination of sensitive and confidential information and materials.

• Administration
• Budget & Financial
• Communications
• Events
• Program Development

Specific Responsibilities:

Administration

• Manages day to day operations.
• Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
• Applies a high degree of independent judgment and discretion to manage the APF's complex calendars and coordinate communications; decides on priorities to ensure effective use of their time
• Provides back-up to other office staff with scheduling responsibilities, including executive assistants and program coordinators

Budgets & Financial

• Maintains budget & associated analysis & reports.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• 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.
• Processes transfer &/or appropriation charges & may balance &/or close accounts.
• 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

• 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.
• Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy and exemplary judgment

Events

• 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.

Program Development

• 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.
• Reviews programs/projects to increase efficiencies to support growth.
• Manages speaker selection, communication, and topic development.
• Leads program/project updates and improvements.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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.)

• Written and verbal communication; tact and stakeholder management

• Demonstrated high levels of self-direction and good judgment

• Strong analytical skills

• Demonstrated critical thinking and problem-solving skills

• Ability to work on multiple projects simultaneously, with excellent attention to detail

• Ability to demonstrate a calm, courteous and professional demeanor under pressure when working with a variety of situations and/or people

• Proven ability to take initiative and make sound decisions without direction

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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