Career Center

Department: Buffett Inst Global Affairs
Salary/Grade: EXS/5

Job Summary:

The Program Coordinator will provide critical programmatic and administrative support to Northwestern University’s Roberta Buffett Institute for Global Affairs (Buffett), including the Equality Development and Globalization Studies (EDGS) Program, Northwestern Security and Artificial Intelligence Lab (NSAIL), and central teams at Buffett. Buffett is dedicated to catalyzing and supporting work to address global challenges across borders of all kinds. We bring together the brightest minds from across Northwestern University and around the world to address critical global issues that cannot be solved from a singular disciplinary or geographic perspective.

Specific Responsibilities:

Administration 

• Manages day to day operations.
• Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained. 
• Manages design 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.                       

Budget & 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.

Communication & Outreach Recruitment

• Develops coordinated, consistent marketing and brand messages.
• Incorporates social media and networking into program/project aspects as appropriate.
• Strengthens partnerships with external resources by defining, promoting and marketing benefits of participation and involvement to the organization.
• Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
  • Contributes to website maintenance and updates

Evaluation   

• Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
• Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc. 

Events 

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

Faculty Support        

• Arranges colloquium & seminar coordination, & faculty travel planning. 
• Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.

Grants/Contracts 

• Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.
• Identifies grant funding.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied. 

Program Development

• Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.

Regulatory Compliance

• Ensures compliance with all necessary organizations.
• Prepares documentation as required.

Student Support

• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
• Implements strategy regarding structure, process, & staff support of students in compliance with NU policy.
• Resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.)
• Organizes new student activities. 
• Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.

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.
• 1 year program/project administration or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Impeccable organization, time and project management skills
• Excellent written and oral communication skills: an ability to communicate proactively, in clear and concise terms
• A self-starter orientation: ability to work independently and collaboratively as part of a broader, cross-functional team
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)

Preferred Qualifications:

• Deep knowledge of multicultural issues that arise with foreign graduate students coming to the U.S. for the first time for education, which includes special skills in handling a broad range of matters—personal and/or professional—that may occur.

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience in website management (i.e. adding content to and/or updating webpages on a periodic basis)
• Experience supporting event planning/organization efforts
• Experience in developing and formatting grant reports

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 requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.