Program Coordinator Senior

Northwestern University; Evanston (IL); On-site; USD 57,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Disability insurance

Life insurance

Paid vacation

Tuition benefits

Retirement savings

Job summary

Northwestern University is seeking a program coordinator in the McCormick School of Engineering’s CEE department in Evanston. You will co-coordinate graduate program administration and support the department’s financial administration, HR processes, and event planning.

The role requires managing daily operations, developing performance metrics, and coordinating with central offices. Experience with budgeting, payroll for research, and grants is preferred.

Qualifications

• Minimum qualifications: Successful completion of a full 4-year course of study leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 2 years program/project administration or other relevant experience.

Responsibilities

• 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.
• Assists with accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Creates & oversees finances, budget, associated analysis & reports.
• Creates/enhances internal daily, monthly & annual processes & training.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.
• Approves funds reallocation within budget as necessary & appropriate.
• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.
• Assists with programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Assists with planning and arrangement of meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Assists with event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.
• Builds relationships with Principal Investigators (PIs) & NU research associated offices
• Transfers knowledge & advises on research policy & procedure.
• Supervises payroll administration for research appointments.
• Recommends organizational structures to align with strategic mission.
• Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Assists with recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
• Regulatory Compliance
• Manages development & implementation of processes & procedures for all safety, security & compliance programs.
• Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Develops the creation &/or implementation of associated training.
• Reviews plans, meets with leadership & key faculty & staff.
• Provides advice & counsel & recommends changes & improvements to functional operations to better meet organizational needs & objectives.
• Assists with recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements admissions criteria in accordance with associated NU policy.
• Assists with student orientation, registration, student life, graduation, etc.
• Implements a department strategy for structure, process, & staff support of students.
• Assists with academic year course schedule; monitors course registration & enrollments.
• Performs other duties as assigned.

Job description

Department: MCC Civil & Environmental Engg

Salary/Grade: EXS/6

Target hiring range for this position will be between $56,780 - $70,000 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

Job Summary

Serves as program coordinator for the Department of Civil & Environmental Engineering (CEE) in the McCormick School of Engineering at Northwestern University, with primary responsibility for co-coordinating the department's graduate program administration and assisting with overseeing the department's financial administration. Reviews & recommends policy & procedure designed to enhance the operational excellence of CEE's graduate programs & financial administration. Ensures the effective, compliant, & efficient daily management of operational, financial, & student-services functions in support of the department's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & the Provost's Office. Represents the department on internal & external administrative affairs, working closely with the Director of Graduate Studies, Assistant Chair, faculty, & staff, by recommending alternatives & suggestions.

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.

Budgets & Financial

• Assists with accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Creates & oversees finances, budget, associated analysis & reports.
• Creates/enhances internal daily, monthly & annual processes & training.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.
• Approves funds reallocation within budget as necessary & appropriate.
• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.
• Events
• Assists with programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Assists with planning and arrangement of meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Assists with event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Grants & Contracts

• Builds relationships with Principal Investigators (PIs) & NU research associated offices
• Transfers knowledge & advises on research policy & procedure.
• Supervises payroll administration for research appointments.

Human Resources

• Recommends organizational structures to align with strategic mission.
• Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Assists with recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
• Regulatory Compliance
• Manages development & implementation of processes & procedures for all safety, security & compliance programs.
• Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Develops the creation &/or implementation of associated training.

Strategic Planning

• 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

• Assists with recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements admissions criteria in accordance with associated NU policy.
• Assists with student orientation, registration, student life, graduation, etc.
• Assists with student matters, such as academic probation and other issues escalated from staff.
• Implements a department strategy for structure, process, & staff support of students.
• Assists with academic year course schedule; monitors course registration & enrollments.

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.

Preferred Qualifications

• Experience coordinating graduate program administration in an academic department, preferably in engineering or another STEM field.
• Familiarity with Northwestern University systems (e.g., CAESAR/SES, CollegeNet, CLSS) or comparable student information and course-scheduling systems.
• Experience supporting sponsored research administration or working with Principal Investigators on grant-related processes.
• Experience planning & executing large-scale departmental events (e.g., recruitment fairs, graduation, distinguished speaker series).

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong organizational skills & ability to manage multiple concurrent projects and deadlines with minimal supervision.
• Excellent written & verbal communication skills, with the ability to interact effectively with faculty, students, & university administrators.
• Proficiency with Microsoft Office (Excel, Word) & university administrative systems.
• Discretion & sound judgment in handling confidential student & personnel information.
• Willingness to work occasional evenings/weekends to support departmental events.

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.