Career Center

Department: MED-Cancer Center
Salary/Grade: EXS/7

Job Summary:

Oversees the coordination of the Outreach, Recruitment and Engagement (ORE) Core for the National Institute on Aging Alzheimer’s Disease Center grant, the Miller Family Buddy Program and monthly support groups and other quality of life enrichment programs for the Mesulam Center for Cognitive Neurology and Alzheimer’s Disease.  Provides direction and thought leadership to develop strategic administrative initiatives that meet the mission/objective of all projects.  Oversees the effective, compliant, & efficient daily management of all operational, financial, & business functions including research data in support of the program/project & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.  Represents program/project on internal & external business affairs & is viewed as an expert resource regarding program/project administrative affairs. 

The program/project is summarized below. 

Outreach, Recruitment and Engagement (ORE) Core (2021-2026)

The aims of the ORE Core are to 1) Optimize the recruitment of participants according to Mesulam Center research priorities into the Clinical Core, Clinical Trials and other academic research studies through the Neurobehavior and Memory Clinic and targeted community engagement; 2) provide outreach and community engagement strategies for the recruitment and retention of underrepresented groups to the Northwestern ADRC according to center research priorities; 3)  support the engagement of research participants and their families, particularly those who live at a distance from the center, through novel and technologically adaptable life enrichment programs and tailored non-pharmacological interventions, and 4) initiate and coordinate public education programs in conjunction with city, state and national entities.

The Miller Family Buddy Program (2021-2024)

The Miller Program aims are to: 1) continue the growth and exciting impact of the nationally and internationally recognized Glen and Wendy Miller Family Buddy Program, 2) develop an interactive platform for buddy program sites throughout the United States, which will involve contacting and surveying all buddy program sites and working with the Senior Communications Coordinator to develop a platform for connection; 3) expand the buddy program recruitment to provide monthly contact with mentors, families and students and to respond to daily programmatic needs; 4) data entry and analysis of all student pre and post test data, in addition to qualitative analysis of evaluations and focus groups with buddy program participants; 5) develop a buddy program advisory board which will include current and previous buddy program mentors, care partners, students, faculty, staff and representatives from the Miller family; and 6) continue support for the Miller Social Work Fellowship in Neurocognitive Disorders for postgraduate social workers in order to prepare a new generation to conduct this work,

Program renewal applications are made for the ORE Core every 5 years and the Miller Family Buddy Program and Social Work Fellowship every 3 years.

Please Note: Hours for this position are typically day-time; however, there may be occasional events on weekends and evenings that require the program administrator’s presence.

Specific Responsibilities:

Administration

• Directs and leads development of ORE Core and Miller Programs strategic plan.
• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Operationalizes goals & objectives; ensures that resources are created or obtained.
• Manages customer service; creates associated practices & procedures & metrics to measure success.
• Analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
• Oversees documentation of agreements between NU and partner institutions, ensuring that agreements are complete and reviewed by all necessary NU officials.  
• Participates in developing IT strategy to meet the mission & needs of program/project.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.   

Budgets & Financial

• Ensures that the program/project meets associated revenue & expense goals.
• Develops and implements ideas for improving business processes, and increasing program/project revenues and margins.
• Plans & manages complex budget(s) which fund strategic mission including financial sustainability & enhancement models. 
• Oversees all daily, monthly & annual financial activities including transactions, analysis, & reporting.

Communication, Outreach & Recruitment

• Directs program/project marketing/branding efforts. 
• Identifies and implements short- and long-term strategies and plans to meet program/project goals. 
• Engages in outreach/field relations serving a number of goals, including recruitment, participation, sponsorship, relationship building, etc. to support continued program/project development & improvement.
• Interacts with internal/external resources & organizations to identify new markets & opportunities.
• Builds relationships with program/project alumni to develop and cultivate professional networks, financial resources, and sense of community among alumni.

Evaluation

• Oversees development & implementation of evaluation processes, quantitative & qualitative measurements that ensure that program/project benchmarks are successfully attained and communicated in a timely and efficient manner.
• Manages evaluation processes; recommends & implements changes for enhancement; monitors effectiveness through follow-up evaluation studies.
• Collaborates with internal/external resources to develop meaningful outcome measurements and methods of program/project evaluation that will lead to enhancement.

Events

• Develops a comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources.  Specifically, the annual Alzheimer Day and bimonthly Mesulam Center Seminar Series.

Faculty Support

• Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, etc.) ensuring optimal faculty support.

Grants & Contracts

• Works with professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance. 
• Transfers knowledge & advises on research policy & procedure. 

Human Resources

• Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process in collaboration with ORE Core and Miller Program Faculty Director
• Manages & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey. 
• Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives. 

Program Development

• Manages goals, objectives, outcome measurements and metrics, financial feasibility, marketing strategies and collaboration opportunities with other internal and external organizations. 
• Manages the ongoing development and refinement of the ORE Core and Miller Program’s current and future curriculum and program offerings in consultation with subject matter experts.
• Provides leadership for planning, scheduling, delivering and maintaining program(s)/project(s) to sustain quality instruction in all educational activity.
• Manages for consistently high quality standards across all ORE Core and Miller Programs.

Regulatory Compliance

• Oversees development & implementation of processes & procedures for all safety, security & compliance programs.
• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Oversees creation &/or implementation of associated training.

Strategic Planning

• Creates & leads a coordinated program of activities designed to increase the ORE Core and Miller Program objectives.
• Develops & executes strategies to involve internal/external constituents and cultivate new individual, corporate, institutional &/or foundation collaborations.

Supervision

• Supervises 1-4 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.
• 4 years program/project administration or other relevant experience. 
• Must be certified or complete CITI Training upon hire

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

• Ability to communicate clearly and effectively by e-mail, verbally, by phone and in person.
• Excellent listening skills and the ability to follow directions and provide feedback. 
• Technical project management skills and experience with project management database software.  
• Ability to work under pressure. 
• Effective time management. 
• Strong work ethic.
• Flexibility. 
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