Program Coordinator, OUR

Department: Undergraduate Research Office
Salary/Grade: EXS/5

The expected salary for this position is between $53,000 - $57,864 per year, in alignment with departmental equity and market data.

Job Summary:

Administers operational, financial, communications, and business functions in support of the Office of Undergraduate Research's mission and in coordination with the Office of the Provost, Human Resources, and various administrative units. Implements existing policy and ensures the effective, compliant, and efficient completion of daily administrative operations. Ensures the effective, compliant, and efficient daily management of all operational, financial, communications, and business functions. May represent business area on internal and/or external administrative affairs by exchanging information and best practice advice. Tracks data across multiple systems in coordination with central offices such as HR, IT, and school representatives, providing guidance and training to users when needed. Viewed as an expert resource regarding budgetary and HR administrative duties.

Specific Responsibilities:

Administration

• Manages day to day operations.
• Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
• Manages design, testing, 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.
• Serves as departmental lead for IT matters, including the Student Opportunities Application Portal (SOAP), working closely with Northwestern IT to ensure proper functioning and to troubleshoot user issues.

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.
• Directly responsible for all purchasing, maintains inventory of office supplies, and administers corporate card for student groups and office.

Communication, Outreach & Recruitment

• Develops coordinated, consistent marketing and brand messages across website, newsletter, and social media channels.
• Maintains and implements improvements for a state-of-the-art website.
• Incorporates social media and networking into program/project aspects as appropriate.
• Creates and nurtures relationships with internal stakeholders to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.

Events

• Coordinates programming, educational, student, , workshops, meetings, etc. including speakers, agendas, etc.
• 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

• Provides administrative guidance for grant preparations including budgets and justifications.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.
• In consultation with management & Central HR, administers HR solutions.
• Maintains excellent working relationship with Office of Human Resources.
• Coordinates hiring, training, onboarding, and time reporting administration of over 100 student temps annually.
• Coordinates hiring and oversees payment management of over 500 student grant payments annually.

Miscellaneous

Performed other duties

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.)

• Strong analytical skills; including the ability to conduct data analysis focused on academic planning and faculty processes.
• Excellent interpersonal skills, flexibility, and the ability to deal with various audiences including senior administrators, school dean's offices, and faculty. Discretion with confidential information and good judgment in making decisions.
• Superb attention to detail. Ability to work on multiple projects simultaneously and prioritize as appropriate.

Preferred Competencies: (Skills, knowledge, and abilities)

• Systems-oriented mindset. Comfortable analyzing data and aligning processes, data, and systems.
• Experience with data management, tracking, and/or visualization systems such as Excel, SmartSheet, Tableau, Power BI.
• Understanding of database and data management structures, principles, and best practices.

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 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.

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