Department: Education & Social Policy Salary/Grade: EXS/5
Are you someone who enjoys program management and creative problem solving? Northwestern’s School of Education & Social Policy (SESP), based in the heart of Evanston, is looking for a strong project coordinator to join them. This job is great for someone with experience with facilities, program, or event management in a non-profit environment, who wants to play a key role in supporting SESP’s priorities and programs. The ideal candidate has excellent communication skills, is a creative problem solver, and is able to flex easily between day-to-day tactical work and strategic projects. In addition to joining a collaborative team motivated to make a societal impact, Northwestern employees take advantage of excellent healthcare and retirement benefits, as well as generous paid time off. If you want to join the SESP family, apply today! #SESPlove
The Program Coordinator provides administrative and project support in the SESP Office of the Dean, reporting to the Executive Assistant to the Dean and providing significant support to the Associate Dean. This role will coordinate and manage administrative processes and prioritize, direct, and respond to business matters involving administrative functions associated with education, research, and operations. This role also utilizes project management skills for an active portfolio of projects that include partnership with Facilities, Human Resources, and/ or Finance.
* This role may require the ability to lift and maneuver furniture and hardware such as chairs, tables, boxes, computers, etc...
Project Coordination - 30%
Partners with the Associate Dean and Executive Assistant to the Dean to provide administrative support on various SESP projects and events.
Organizes and coordinates events which may include creating timelines; collecting agenda items and background materials; creating registrant profiles; coordinating complex itineraries involving domestic and/or international travel, etc. May prepare annual event, conference and/or meeting budget; verify invoices and expense reports; and/or reconcile to budget.
Coordinates portions of the talent management lifecycle in partnership with the Associate Dean or Director of Administration (rewarding, recognizing, managing information).
Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
Administrative Support & Communication - 40%
Helps with the draft and production of dean-level correspondence, and preparation of materials and documents for meetings and presentations, including text and visuals.(e.g., photography, video).
Screens and prioritizes incoming calls. Responds to inquiries and may provide basic interpretation of policies and procedures. Researches information to resolve problems or issues.
Approves appropriate expenses, purchases and reimbursements per budget. Creates and maintains financial records which may include preparing forms; verifying appropriateness and accuracy of charges; processing and reconciling expenses, accounting transfers, and/or appropriation changes; updating financial transaction spreadsheets and databases. Generates summary reports and statistics.
May manage supervisors and/or dept. calendar including registration and travel.
Serves as front office/reception back-up.
Facilities Management & Events - 30%
Manages project support for special facilities projects including: office moves, phone upgrades, furniture purchasing, small interior construction projects.
Supports space planning projects by gathering data, checking for accuracy, preparing reports and analyses.
Develops plans and arranges meetings, workshops, events, etc. designed to exchange information, promote SESP 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.
Performs other duties as assigned.
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.
3 years experience working in administrative or program support.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36054
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.