Program Coordinator Senior (3-year Term)

Department: NITMB - Theory and Math
Salary/Grade: EXS/6

Job Summary:

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 NITMB is a new University Research Institute (URIC) that is led by Northwestern University and has as its working partner, the University of Chicago. The mission of the NITMB is to create a ground-breaking hub of interdisciplinary research, with mathematical research that advances our knowledge of biology, and biology research that catalyzes new mathematics. NITMB will realize this vision via an innovative research program involving 80+ faculty from Northwestern University and the University of Chicago. The research done by NITMB will support advances in areas as diverse as the environment, medicine, and technology development. Geographically co-located NITMB members share space in downtown Chicago that is readily accessible to collaborators across the US and the world.

NITMB engages in a broad array of education, workforce development, and broadening participation activities that will include diverse communities. NITMB also develops training for undergraduates and graduate students with community partners in a highly diverse city. A wide variety of scientific long programs, workshops, and conferences will enhance international collaboration between mathematics and biology and ensure that the scientific outcomes of the NITMB's research impact wide-ranging sectors of basic and applied research.

The Sr Program Coordinator will be overseeing the Education and Outreach efforts of NITMB, including the Summer Undergraduate Research Program, coordinating outreach programs, management of communications including website design and CMS, advertising, and marketing of all NITMB programs, workshops, outreach, and activities. They will assist with programs such as the Annual Conference and convening workshops. They will have two direct reports with responsibilities under communications, A/V and IT support of NITMB space. They will report to two faculty directors of education and outreach, the assistant director for operations and outreach, and the director for director for operations and outreach. They will have the collegial support of the associate director for DEIA and supervisory support of the assistant director for operations and outreach in coordinating the outreach programs.

This is a term position ending on 6/30/2028. Opportunity for renewal will be based on performance and available funding.

Specific Responsibilities:

Administration

• 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.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Budgets & Financial

• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.

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.
• Creates & implements program/project brand identity and marketing & advertising strategy.
• 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.

Evaluation

• Manages development and maintenance of evaluation processes including associated metrics and key performance indicators.
• 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.

Events

• 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.

Program Development

• 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.

Strategic Planning

• 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.

Student Support

• Manages recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements admissions criteria in accordance with associated NU policy.
• Supervises student orientation, registration, student life, graduation, etc.
• Implements a department strategy for structure, process, & staff support of students.

Supervision

• Supervises 1-2 staff.

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.
• 2 years program/project administration or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Intermediate knowledge of word processing, spreadsheet, website CMS or similar, adobe creative suite or similar, email, and database software programs is required
• Experience managing programs at a non-profit or university
• Experience working with diverse populations

Preferred Qualifications:

• Management of direct reports
• Coordination of pre-award and post-award deliverables to sponsored research agencies, such as reports and proposals
• Experience with External Advisory Boards and or Scientific Advisory Boards
• Experience with alumni relations and/or donor relations

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent communications (written and verbal; communicates clearly, politely, and effectively), interpersonal, organizational, and time-management skills.
• Excellent planning and project management skills
• Exhibits ability to multitask on a regular basis.
• Pays close attention to detail
• Knowledge and experience with developing and executing programs that service specific populations
• Demonstrates ability to think creatively to assist in special event planning and marketing.
• Willingness to take on new tasks and accommodate last minute requests
• Knowledge and experience with post-award management and financial management

Target hiring range for this position will be between $60,000-$71,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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.

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