Program Coordinator - CTU

Department: MED-Dermatology
Salary/Grade: EXS/5

Job Summary

Provides management for the operations of the Department of Dermatology Clinical Trials Unit by providing day-to-day oversight of administrative & operational functions. This role will support the Director in programmatic tasks related to the Department of Dermatology’s predoctoral student fellowship, as well as other CTU operations, including event planning, office management, personnel onboarding, invoice/expense payments and supply ordering

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.

Budgets & Financial

• Participates in budget preparation.
• Maintains budget & associated analysis & reports.
• Enters individual &/or summary of transactions into journals &/or general ledgeror other NU enterprise system.
• Reviews; ensures approval based on alternatives regarding practice & policy;analyzes and classifies transactions in accordance with established chart orcoding 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.
• 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.
• Reviews market trends to recommend future plans to increase revenue, participation, engagement, etc.

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.
• Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates.
• Implements corrective actions required as a result of surveys or other indicators

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.

Faculty Support

• Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.
• Provides support for preparation of Promotion & Tenure cases.
• Initiates FASIS appointment paperwork.
• Arranges colloquium & seminar coordination, & faculty travel planning.
• Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Grants & Contracts

• Partners with NU development office and grant manager to identify and seek program funding.
• Works closely with faculty to encourage and help undergraduate students arrange research.
• 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.
• Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
• In consultation with management & Central HR, administers HR solutions.
• Maintains excellent working relationship with Office of Human Resources

Program Development

• Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
• Manages academic quality and continued growth and expansion.
• Identifies & obtains external expertise as needed and works with content experts for current and new programs.
• Reviews programs/projects to increase efficiencies to support growth.
• Manages speaker selection, communication, and topic development.
• Leads program/project updates and improvements.

Student Support

• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
• Advises students regarding admissions, academic, career and development matters.
• Reads & evaluates admissions files and participates in candidate selection.
• Interviews and screens applicants.
• 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.

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

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

• Strong interpersonal and communication skills, in-person and via phone/web.
• Exceptional organizational skills, time management efficiency, and personal accountability.
• Proficient with Microsoft Office software.
• Excellent attention to detail.
• Ability to work independently and in a team environment
• Ability to work with minimum supervision and guidance
• Ability to receive and benefit from feedback; willingness to expand skill set and improve.
• Flexibility in adapting to new procedures and environments.
• Strong project coordination skills and the ability to prioritize tasks across multiple projects.
• Efficient and resourceful in problem-solving.
• Demonstrated ability to take ownership of the work, possessing initiative, and good follow-through.

Preferred Qualifications:

• Grant management and administrative experience.
• General understanding of accounting principles, experience with budgeting & financial management.
• Website management experience.
• Experience managing recharge centers.

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiar with Northwestern systems.

Target hiring range for this position will be between $49,850-$62,595 per year or per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View .

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