CoWERC Project Coordinator Senior

Department: NCWR - NU Ctr for Water
Salary/Grade: EXS/6

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.  

The Program Coordinator Sr will coordinate activity between institutions, including research project management, task coordination, work scheduling, meeting logistics, materials and technology delivery, and pilot testing.  Day-to-day research management is provided by the Program Manager, who works with the CoWERC Leads and Technical Project Leads to ensure that CoWERC is focused on evaluating, developing, and demonstrating new technologies to solve critical challenges at the energy-water nexus. The Program Manager also serves as a liaison to facilities where pilot-scale testing will be conducted. Finally, the Program Manager coordinates innovation, coordination, and education activities, including exchange programs, marketing programs, and public symposia.  

Administrative  responsibilities include:

• Track expenses and ensure expenses are charged to correct task chartstrings.
• Coordinate with consortium members for invoicing and verification of cost-share.
• Organization of travel and meetings.
• General administrative support for the center.

Position is responsible for coordinating a consortium of 8 US institutions, and also working with a partner consortium of 5 institutions in Israel.

This is a term position ending on 8/31/2025.  Opportunity for renewal will be based on performance and available funding.

Specific Responsibilities:

Administration

1. Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
2. Develops, maintains & reports on quantitative and qualitative performance measures.
3. Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
4. Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
5. Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
6. Issues work order requests for maintenance, repairs & upgrades.

Budgets & Financial

1. Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
2. Creates & oversees finances, budget, associated analysis & reports.  
3. Creates/enhances internal daily, monthly & annual processes & training.  
4. Reviews exceptions forms and reimbursements that require special attention.  
5. Develops fees, charges, recharge rates, etc for services.
6. Approves funds reallocation within budget as necessary & appropriate.   
7. Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.  

Communication, Outreach & Recruitment

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

Evaluation

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

Events

1. Manages programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
2. 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.  
3. 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

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

Grants & Contracts

1. Supervises professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.  
2. Responsible for pre- & post-award administration; may be completed by research administrators.  
3. Builds relationships with Principal Investigators (PIs) & NU research associated offices
4. Transfers knowledge & advises on research policy & procedure.  
5. Supervises payroll administration for research appointments.

Human Resources

1. Recommends organizational structures to align with strategic mission.  
2. Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.  
3. Manages recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.  
4. Supervises & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.  
5. Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.  

Program Development

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

Regulatory Compliance

1. Manages development & implementation of processes & procedures for all safety, security & compliance programs.
2. Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
3. Develops the creation &/or implementation of associated training.

Strategic Planning

1. Manages & implements strategic plans.  
2. Reviews plans, meets with leadership & key faculty & staff.
3. Provides advice & counsel & recommends changes & improvements to functional operations to better meet organizational needs & objectives.

Student Support

1. Manages recruitment, application evaluation, interview, selection and notification of students or participants.
2. Implements admissions criteria in accordance with associated NU policy.
3. Supervises student orientation, registration, student life, graduation, etc.  
4. Supervises student matters, such as academic probation and other issues escalated from staff.
5. 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.
6. Implements a department strategy for structure, process, & staff support of students.
7. Prepares academic year course schedule; monitors course registration & enrollments.  

Supervision

1. Supervises 1-2 staff.

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 project management experience, program/project administration experience, or other relevant experience.  

Preferred Qualifications:

• Desired qualifications of project management training and/or job experience.  

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrated oral and written communication skills and the ability to work with all levels of internal and external contacts and to build excellent working relationships.
• Skills in coordinating and the ability to achieve designated project goals.
• Ability to use numerous computer systems and programs including Microsoft Office programs.

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.