Northwestern University Looking for Program Coordinator Full Time

Job ID: 49070

Location: Evanston, Illinois

Department: WCAS Molecular Biosciences
Salary/Grade: EXS/5

Job Summary:

The Program Coordinator for the Department of Molecular Biosciences is a key member of the department’s administrative team and contributes to the success of the department’s academic and research mission. Reporting to the Director of Academic and Research Operations, the position provides high-level support to the faculty, graduate students, and the Master’s program. The ideal candidate will be a team player and critical thinker with adaptive decision-making skills.

Flexible remote work: This position is eligible for remote work and more information will be discussed during the interview.

Specific Responsibilities:

Administration Operations

a. Manage all logistics including travel for prospective faculty visits

b. Ensure all search participants receive timely, accurate information about responsibilities and timelines

c. Assist in onboarding new faculty and staff

• Manages the department’s facilities management issues, including office and lab renovations and moves.

a. Represent needs of faculty to prevent disruptions to research activities

b. Coordinates equipment tagging, inventory, and large equipment disposals

c. Works closely with Facilities Management to ensure projects are completed accurately and on time

d. Alerts Director of critical issues, upcoming events and obstacles and/or changes to plans

e. Communicates with faculty and staff regarding status of projects and any impact on labs and offices

• Ensures that unit mission, values, guidelines, policies & procedures are implemented & maintained.
• Manages databases; compiles & analyzes data; prepares reports.
• Identifies service improvement opportunities that will better enable unit to achieve its goals and objectives.

Communication, Outreach & Recruitment

Budgets & Financial

• Participates in budget preparation.
• Maintains budget & associated analysis & reports for department accounts

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.

Faculty Support

• Coordinates faculty processes including recruitment, promotion, and tenure case support.
• Manage all logistics including prospective faculty visits
• Ensure all search participants receive timely, accurate information regarding roles and

  timelines.

Facilities Management

• Manage the department’s facilities issues on behalf of faculty, including office and lab

  renovations and moves.

• Alerts Director of critical issues and communicates with faculty and staff regarding status of

  projects.

• Manages the development & communication of department safety plan.

Program Development

• Supports benchmarking studies of peer external programs and investigates state-

  of-the art developments to enhance, improve, and innovate program curricula

  and delivery to better meet goals & objectives.

• Completes special projects at the request of the Chairs
• Coordinates the collection, analysis & reporting of required information for

  surveys, review documents, public information documents, etc.

• Analyzes evaluation data from instructors, students, participants, etc. to assist in

  unit development and updates.

• Oversee development and implementation of new program/project initiatives.
• Manages relationships with partners, foundations, etc. and coordinates logistical

  support

• Develops strategy for program/project growth and expansion.
• Includes operational support for education and outreach efforts such as NSF

  REU; and organization of seminars and workshops. Responsible for advertising

  all events, monitoring event budgets, and developing programs.

• Provides additional administrative support to Chair and Director as needed for

  other tasks

Student Support

• Manages recruitment, application evaluation, interview, selection and Assists 4-5

  Master’s students with class registration, coordinates a few student events each

  year and provides other assistance with Master’s program as needed

• Other student related activities as assigned

Supervision

• Supervises PA2 position and helps oversee work study students to provide work

  direction.

Other Duties assigned

Minimum Qualifications:

• Bachelor’s degree + 2 years program administration or similar experience; or 4 years program administration or similar experience

Minimum Competencies:

• Strong interpersonal, communication, and organizational skills;
• Attention to detail and quality focused;
• Ability to make progress on multiple competing priorities and work in a high-energy environment
• Ability to prioritize with firm deadlines and to work independently;
• Ability to establish and maintain good relationships with a variety of constituents; including faculty, staff, students, and co-workers;
• Excellent computer skills, including experience with Mac and Windows-based environments;
• Skilled at visual organization of information.
• Critical thinking and good judgement

Preferred Qualifications:

• At least three years’ experience in a fast-paced environment
• Experience in university-based research environment.

Preferred Competencies:

• Familiarity with Microsoft Teams, Zoom, OneDrive, Word, Excel, PowerPoint, Adobe Photoshop, Adobe Illustrator, Adobe InDesign, MailChimp and Survey Monkey,
• Project planning experience;

The target hiring range for this position is $49,850 – $70,419 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.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information onEEO is the Law.

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