Project Coordinator Senior

Northwestern University; Chicago (IL); On-site; USD 56,780 - 73,200; Full time

Benefits offered by this job

Tuition benefits

Wellness programs

Paid vacation and holidays

Job summary

Northwestern University’s Augusta Webster, MD, Office of Medical Education (A.W.O.M.E.) seeks a TTR Coordinator to lead program operations, scheduling, and curriculum support for the Transition to Residency Longitudinal Curriculum.

You will work with the Associate Director for Curriculum and AWOME staff to ensure efficient, compliant daily management and coordinate Capstone, TTR Skills Bootcamp, and related activities.

Qualifications

• Bachelor’s degree requirement or higher, with relevant experience.
• At least 2 years of program/project administration or related experience.
• Strong interpersonal and communication skills.
• Proficiency in MS Office and data handling.

Responsibilities

• Oversee day-to-day program operations to ensure efficiency.
• Develop and report on performance measures and KPIs.
• Manage budgets, finances, and reimbursements for programs.
• Coordinate events, faculty support, and student activities.
• Ensure compliance with regulatory and institutional policies.

Skills

Interpersonal skills

Communication

Organizational skills

Customer service

Education

Bachelor’s degree or higher

Tools

MS Office Suite

Job description

Department: MED-Dept of Medical Education

Salary/Grade: EXS/6

Job Summary: Named after a prestigious woman in American medicine, the Augusta Webster, MD, Office of Medical Education (A.W.O.M.E.) is the heart of the medical school and a hub for many student activities. AWOME supports students and faculty of Northwestern University Feinberg School of Medicine, including the academic, personal, and professional development of Feinberg medical students. The TTR Coordinator provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project to ensure success. They ensure the effective, compliant, & efficient daily management of all functions in support of the educational mission, provide administrative direction and curricular support for the orientation, coordination, and complex scheduling of students, proactively manage the day‑to‑day operations of the Transition to Residency Longitudinal Curriculum, cultivate a culture of support, and oversee Capstone, TTR Skills Bootcamp, and coordination of the Undergraduate Medical Education Curriculum. The position reports to the Associate Director for Curriculum and works closely with the Curriculum Coordinator team, Associate Dean for Curriculum, and AWOME staff and faculty.

On‑site expectations include clinical skills exam days, TTR skills boot-camp weeks, and capstone weeks. The role requires occasional weekend and evening work and may involve some travel for training.

Specific Responsibilities

Administration

• Oversee day-to-day operations, ensuring they are efficient and effective.
• Develop, maintain, and report on quantitative and qualitative performance measures.
• Document agreements between NU and partner organizations, ensuring completion and adherence.
• Liaise with IT to ensure technology systems are properly installed, maintained, and meet user needs.
• Ensure necessary hardware, software, and network infrastructure services are provided.
• Issue work order requests for maintenance, repairs, and upgrades.

Budget & Finance

• Oversee accurate, efficient, and compliant workflow of all transactional processes.
• Create and oversee finances, budgets, and associated analysis and reports.
• Create and enhance internal daily, monthly, and annual processes and training.
• Review exception forms and reimbursements requiring special attention.
• Develop fees, charges, and recharge rates for services.
• Approve funds reallocation within budget as necessary and appropriate.
• Recommend changes to tools to improve analysis, forecasting, modeling, and reporting.
• Ensure program/project success regarding revenue and expense goals, including recruitment and participation.
• Identify growth opportunities and strategies for short- and long-term expansion.
• Create and implement program/project brand identity, marketing, and advertising strategy.
• Oversee marketing of new and current programs with partner institutions and media.
• Ensure all advertising and marketing materials accurately represent programs.
• Pursue alumni contact and solicitation opportunities.

Evaluation

• Manage development and maintenance of evaluation processes, metrics, and KPIs.
• Review and analyze outcome measurements and recommend changes and enhancements.
• Collaborate with internal and external partners to implement improvements.

Events

• Manage programming and educational, student, alumni, workshops, meetings, etc., including speakers and agendas.
• Plan and arrange events to promote research objectives and internal and external relationships.
• Handle event details, including communication, venues, presenters, travel arrangements, materials, refreshments, and technology.

Faculty Support

• Recruit faculty.
• Provide logistical/operational recommendations for faculty appointments, credentialing, and exit processes.
• Apply policies and recommend changes to enable consistent interpretation.
• Manage all facets of faculty administration, ensuring optimal support.

Grants & Contracts

• Supervise research administration support staff for grant processes and compliance.
• Handle pre- and post-award administration tasks.
• Build relationships with Principal Investigators and research offices.
• Transfer knowledge and advise on research policy and procedure.
• Supervise payroll administration for research appointments.

Human Resources

• Recommend organizational structures aligned with strategic mission.
• Supervise implementation of HR programs, policies, and procedures.
• Manage recruitment, selection, performance excellence plans, and merit increase processes.
• Consult on complex performance problems, administer leaves, approve timesheets, and oversee annual staff Conflict of Interest survey.
• Apply HR policy to maximize effectiveness of HR administration.

Program Development

• Research competitor and state-of-the-art developments to innovate curriculum.
• Coordinate with sponsors on delivery of onsite instruction and logistical support.
• Recruit, train, and assign faculty and instructors.
• Supervise creation of curriculum components.
• Oversee development and implementation of new initiatives.
• Manage relationships with partners and foundations.
• Continuously assess and innovate program to achieve educational goals.
• Develop strategy for program growth and expansion.

Regulatory Compliance

• Develop and implement procedures for all safety, security, and compliance programs.
• Ensure compliance with all applicable federal, state, local, and NU laws and policies.
• Create or implement associated training.

Strategic Planning

• Manage and implement strategic plans.
• Review plans and meet with leadership and key staff.
• Provide advice, counsel, and recommend improvements to operations.

Student Support

• Manage recruitment, application evaluation, interview, selection, and notification of students.
• Implement admissions criteria per NU policy.
• Supervise orientation, registration, student life, and graduation.
• Handle academic probation and other student matters.
• Implement advising system to support students.
• Implement departmental strategy for student support.
• Prepare academic year course schedule and monitor enrollment.

Supervises

• Supervise 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.
• At least 2 years of program/project administration or other relevant experience.

Minimum Competencies

• Strong interpersonal, communication, organizational, and customer service skills.
• Strong computer skills, especially with word processing and spreadsheets.
• Ability to troubleshoot, problem-solve, multitask, and prioritize work assignments.
• Ability to work with limited supervision, projecting a professional demeanor and attention to detail.

Preferred Qualifications

• Bachelor’s degree in education, business, or social sciences, or equivalent combination of education and experience.
• Experience in an academic institution with medical education.
• Experience with credentialing or compliance.
• Experience with online learning management systems.
• Experience with LCME and/or ACGME accreditation processes.

Preferred Competencies

• Commitment to supporting student success and faculty engagement.
• Ability to function independently and in a team-oriented environment.
• Demonstrated self-starter mentality and strength in initiative, prioritization, and meeting deadlines.
• Astute problem-solver.
• Excellent computer skills, including MS Office Suite.

Target hiring range for this position will be between $56,780 – $73,200 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 provide a comprehensive benefits package that 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; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, visit Northwestern benefits.

Work-Life and Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, adopt healthy lifestyles, and support flexible work arrangements. For more information on childcare and senior/adult care programs, visit Northwestern Work-Life Benefits.

Professional Growth & Development

Northwestern supports employee career development through a variety of tools and resources, whether you’re on campus or working remotely. For more information on learning and professional growth, visit Northwestern Learning Resources.

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.