The Department of Surgery seeks a Program Coordinator to support the Professional Affairs team. The Professional Affairs unit oversees the recruitment, hiring, onboarding, and position management of all faculty and staff appointments in ten surgical specialty divisions. Our team is also responsible for general administration including department events, communications and facilities. Specific responsibilities include, but are not limited to coordinating all HR transactions for over 350 university faculty, staff and visiting scholars; compiling, producing and disseminating departmental reports; providing administrative support for faculty recruitment; facilitating visa application processes; and developing departmental communications, among other duties.
Manages day to day operations.
Ensures that the department’s Professional Affairs service guidelines, policies & procedures are implemented & maintained and identifies opportunities for improvement in workflow.
Manages design and development of Professional Affairs 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.
Communication, Outreach & Recruitment
Maintains websites and department listservs.
Creates new web pages and content, when applicable.
Develops coordinated, consistent marketing and brand messages.
Incorporates social media and networking into program/project aspects as appropriate.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
Coordinates faculty recruitment including communications, advertisement placement, itineraries, and reporting to department leadership.
Coordinates processes related to faculty appointments, hospital credentialing & exit (retirement & termination) processes.
Applies policies, recommends opportunities for improvement in workflow.
Manages faculty onboarding for basic scientists and physicians in partnership with the Manager of Professional Affairs.
Provides support for preparation of annual Promotion and Tenure cases.
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the HR eRecruit job postings and coordinates new position intake with Talent Acquisition and the Manager of Professional Affairs.
Works with hiring manager and Manager of Professional Affairs to document promotion justifications and drafts position descriptions for new roles.
Works with the International Office as required and provides guidance to department faculty and staff for all visa issues. Submits visa requests for staff, faculty, and trainees in the department, maintain compliance with policies of NU and the International Office.
Processes department volunteer requests to ensure compliance with NU policies and procedures related to volunteers.
Initiates research staff and visitor appointment paperwork and reviews for accuracy and completion.
Prepares paperwork and manages hiring of student temps, direct temps, and temp center hires.
Prepares documentation at the direction of the Manager of Professional Affairs for PAC submissions and/or HR compensation for staffing changes, including reappointments, salary adjustments, and other processes.
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.
Prior experience at academic institution.
Prior experience with faculty affairs and/or human resources.
Familiarity with Northwestern HR processes.
Preferred Competencies: (Skills, knowledge, and abilities)
Intermediate knowledge of Microsoft Office.
Ability to multitask and manage multiple projects simultaneously.
Project management skills.
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: 39469
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.