Program Coordinator Senior

Department: Trienens Institute
Salary/Grade: EXS/6

Job Summary:

For full consideration, please submit cover letter and resume with application.

The Program Coordinator Sr. provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program 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 on internal & external administrative affairs by recommending alternatives & suggestions.

The program is summarized below:

The Program Coordinator Sr at the Paula M. Trienens Institute for Sustainability and Energy provides operational support for strategic partnership initiatives that advance interdisciplinary research and innovation in sustainability and energy. This role works closely with Institute leadership and university offices-including Corporate Engagement, Foundation Relations, and Alumni Relations & Development-to coordinate collaborative programs, and facilitate engagement with external stakeholders such as industry, government, and nonprofits.

This position requires strong organizational skills, attention to detail, and discretion in handling confidential information. Responsibilities include coordinating, organizing, and planning meetings and special events, setting up and tracking lists of external contacts, and supporting communications and follow-up across partnership activities. The Program Coordinator plays a key role in ensuring timely execution of program deliverables and maintaining momentum across strategic initiatives in alignment with the Institute's mission.

**Occasional evening and weekend hours may be required as needed**

Specific Responsibilities:

Administration

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

Budgets & Financial

• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Creates & oversees finances, budget, associated analysis & reports.
• Creates/enhances internal daily, monthly & annual processes & training.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.
• Approves funds reallocation within budget as necessary & appropriate.
• 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

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

Evaluation

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

Events

• Manages programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• 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.
• Manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Grants & Contracts

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

Program Development

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

Strategic Planning

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

Supervision

• Supervises 1-2 staff.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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 program/project administration or other relevant experience.

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

• Strong writing and communication skills
• Strong attention to detail and quality of final product
• Collaborative, team, and/or service-oriented approach to supporting multiple stakeholders

Preferred Qualifications: (Education and experience)

• Able to set priorities, organize workflow, work independently on assigned projects, and collaborate in a hard-working, small-team environment, demonstrating an exceptional work ethic and following through on initiatives;
• Punctual and reliable, with the ability to meet deadlines, strive for continuous improvement, solve problems quickly, and think outside of the box;
• Rigorous attention to detail;
• Experience working in higher education;
• Experience/knowledge of Research, R&D, Energy and sustainability;
• Evidence of prior success in case-making, grant-writing, business development, partnership development, proposal development - this to government, corporations, foundations, and/or individual philanthropic donors;
• Drafting of editorials, policy perspectives, technology roadmaps.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge/familiarity/interest in energy/sustainability (science, policy, economics, etc.), particularly with respect to one or multiple core focal areas for the Institute: Climate Science and Decarbonization, and Resilient Communities;
• Knowledge of energy/sustainability in various contexts and applications (policy, research, industry, commercialization) to facilitate achievement of objectives;
• Ability to organize panel/roundtable discussions on complex, technical topics;
• Ability to manage muti-faceted projects and multiple tasks simultaneously and on time

Target hiring range for this position will be between $62,000-$70,000 per year. 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 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. 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 additional information on the accommodations process.

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