Program Coordinator Senior - Chicago, United States - Northwestern University

Description

Department: MED-Transplant Center
Salary/Grade: EXS/6

As part of the Comprehensive Transplant Center's (CTC) Education Core, the Senior Program Coordinator supports the mission of providing the best possible training experience for the next generation of transplant physicians. This position is responsible for the successful facilitation of the various CTC education programs-clinical observerships, NIDDK-sponsored T32 and T35 Training Programs, Surgery Resident Education and Clinical Fellowships in Transplant Surgery, Transplant Hepatology, Transplant GI/Hepatology-that are led by the various faculty program directors. This position also coordinates the CTC Summer Immersion Program as well as new educational initiatives such as the Northwestern International Transplant Exchange (NITE) program, the Northwestern University - Barcelona Collaborative (NU-BARC), and the Northwestern University - Mansoura Collaborative (NU-MAN).

Job Summary:

Provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. Ensures the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program/project on internal & external administrative affairs by recommending alternatives & suggestions.

Administration

Budget & Financial

Communications

Evaluation

Events

Outreach

Program Development

Recruitment

Strategic Planning

Student Support

Target hiring range for this position will be between $58,000 to $65,000 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.

Specific Responsibilities :

Administration

• Oversees & ensures that day-to-day operations of NUCTC Education Programs 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.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Budgets & Financial

• Participates in budget preparation for NUCTC Education Programs.
• Prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Creates & oversees finances, budget, associated analysis & reports.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.

Communication, Outreach & Recruitment

• Develops coordinated, consistent marketing and brand messages for NUCTC Education Programs.
• Ensures program/project success in regard to revenue & expense goals including recruitment, participation, etc.
• Identifies opportunities and strategies for short- and long-term growth & expansion.
• Creates & implements program/project brand identity and marketing & advertising strategy.
• Oversees marketing of new and current programs, working with partner institutions & media to ensure marketing plan effectively targets applicants, sponsors, etc.
• Ensures that all advertising and marketing materials accurately represent programs.
• Pursues opportunities for alumni contact & solicitation.

Evaluation

• Manages development and maintenance of evaluation processes including associated metrics and key performance indicators.
• Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project.
• Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.

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

• Manages recruitment of faculty.
• Provides logistical/operational recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Applies policies, recommends changes, implements new & ensures consistent interpretation.
• Manages all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, ) ensuring optimal faculty support.

Grants & Contracts

• Supervises professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
• Responsible for pre- & post-award administration; may be completed by research administrators.
• 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.
• Manages recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Supervises & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.

Program Development

• Researches competitor, and state-of-the art developments to enhance, improve, and innovate program curricula and delivery to better meet goals & objectives.
• Coordinates with program/project sponsors on the delivery of all onsite instruction and provision of logistical support.
• Recruits, trains and assigns faculty/instructors to teach programs.
• Supervises creation of components, including curriculum development, lectures, conferences, seminars, support groups, etc.
• Oversee development and implementation of new program/project initiatives.
• Manages relationships with partners, foundations, etc. and coordinates logistical support
• Continually assesses and innovates program/project to achieve educational goals.
• Develops strategy for program/project growth and expansion.

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

• Manages & implements strategic plans.
• 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

• Manages recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements adminissions criteria in accordance with associated NU policy.
• Supervises student orientation, registration, student life, graduation, etc.
• Supervises student matters, such as academic probation and other issues escalated from staff.
• Implements an advising system to support all students, including working directly with prospective and enrolled students on issues ranging from qualifications for enrollment, course and placement planning, as well as career planning.
• Implements a department strategy for structure, process, & staff support of students.
• Prepares academic year course schedule; monitors course registration & enrollments.

Supervision

• Supervises 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.
• 2 years program/project administration or other relevant experience.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more Visit us at 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 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 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.

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