Program Coordinator (2-year Term)

Northwestern University; Chicago (IL); On-site; USD 56,000 - 66,000; Full time

Job summary

Northwestern University launched the Thriving Planet Institute (TPI), an interdisciplinary hub focused on environmental systems and health. The Program Coordinator provides operational support, manages events, budgeting, communications, and data tracking for programs and initiatives within this new institute.

This is a two-year term position with possible renewal based on performance and funding. Responsibilities cover administration, budgets, communications, events, and grants/contracts in a

Qualifications

• Advanced knowledge of office systems such as Microsoft Office (Word, Excel, 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.

Responsibilities

• Manages day-to-day operations.
• Ensures program mission, values, guidelines, policies & procedures are followed.
• Develops and maintains program databases; compiles data; prepares reports.
• Supports recruitment, marketing, and educational components of the institute.

Skills

MS Office

Detail oriented

Interpersonal skills

University environment knowledge

Project coordination

Education

Bachelor's degree

Job description

Department: TPI - Thriving Planet Inst

Salary/Grade: EXS/5

Job Summary: Northwestern University has launched the Thriving Planet Institute (TPI), a new institute aligned with the University's strategic priority to lead in sustainability. TPI is dedicated to advancing interdisciplinary research and education at the intersection of environmental systems and health, recognizing the interconnected nature of interventions that affect water, land, and air, and impacts on human health. Through this integrated approach, the Institute seeks to develop innovative solutions that promote both planetary and human well-being.

The Program Coordinator provides comprehensive coordination and operational support for programs and initiatives within a newly established interdisciplinary research institute. Manages day-to-day administrative functions including events, communications, budgeting, and data tracking, while supporting faculty and leadership in implementing program activities, coordinating stakeholders, and ensuring effective and efficient program delivery.

This is a two-year term position. Opportunity for renewal will be based on performance and available funding.

Areas of responsibility:

• Administration
• Budget & Financial
• Communications
• Events
• Grants/Contracts

Specific Responsibilities:

Administration

• Manages day to day operations.
• 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.
• 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

• Develops coordinated, consistent marketing and brand messages.
• Creates state-of-the-art 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.

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.

Grants & Contracts

• Partners with NU development office and grant manager to identify and seek program funding.
• Works closely with faculty to encourage and help undergraduate students arrange research.
• Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.
• Identifies grant funding.

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.)

• 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.

Target hiring range for this position will be between $56,000-$66,000 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 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 parentalleave;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.