Program Coordinator (2-year Term)

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

Benefits offered by this job

Health insurance

Paid vacation and holidays

Tuition benefits

Flexible work arrangements

Job summary

Northwestern University is looking for a Program Coordinator to support its new interdisciplinary research initiative focused on sustainability. This position requires managing daily operations, facilitating communication, budgeting, and data tracking while partnering with faculty and stakeholders to ensure program success.

The ideal candidate will have a Bachelor's degree and relevant experience in program administration. A comprehensive benefits package is provided, including health insurance, paid time off, and professional development opportunities.

Qualifications

• Experience with program/project administration or relevant field.
• Ability to work effectively with diverse constituents.

Responsibilities

• Manage day-to-day operations of the program.
• Coordinate events and communications for stakeholders.
• Assist in budget preparation and financial reporting.
• Develop marketing strategies for outreach and recruitment.

Skills

Advanced knowledge of Microsoft Office

Detail oriented

Excellent writing and communication skills

Flexibility and adaptability

Team player

Education

Bachelor's degree or equivalent experience

Job description

Department: URC Administration

Salary/Grade: EXS/5

Job Summary

Northwestern University is launching a new initiative aligned with its strategic priority to lead in sustainability. This new institute will be dedicated to advancing interdisciplinary research and education at the intersection of the environment and health, recognizing the interconnected nature of interventions that affect water, land, and air and impacts on human health.

The Program Coordinator provides comprehensive coordination and operational support for programs and initiatives within a newly established interdisciplinary research institute. The role 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.

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.
• 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.

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 or per hour. 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.

A comprehensive benefits package for this position includes 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 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 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 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.