Program Coordinator, NNCI

Department: Office of the Provost
Salary/Grade: EXS/5

The target hiring range for this position will be $57,000 - $62,000 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.

Job Summary:

Northwestern University's Network for Collaborative Intelligence (NNCI) is dedicated to the integration of data science and artificial intelligence (AI) across all aspects of research and education throughout the University. NNCI is hiring its first Program Coordinator, who will play a key role in establishing NNCI and promoting its mission and goals by providing overall administrative support for the NNCI. Reporting to the Director of Operations, the Program Coordinator supports NNCI operations and communications, contributes to planning and executing programs and events, and supports the NNCI faculty leaders and Director of Operations.

Specific responsibilities include managing day-to-day administration and business operations; supporting internal and external communications, including drafting communications and presentations and managing the Network webpage and social media; contributing to program development and providing logistical support for programs and events; assisting with scheduling for NNCI leaders and maintaining a calendar of all NNCI events; drafting and maintaining NNCI records and documentation; and handling basic financial transactions, purchases, and reimbursement.

Please note: Occasional work outside of normal business hours is likely required.

Specific Responsibilities:

Administration

• Manages day-to-day operations.
• Manages scheduling and calendaring for NNCI Faculty Co-Directors and Director of Operations.
• Ensures that program mission, values, guidelines, policies & procedures are implemented & maintained.
• Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative and communications components.
• Identifies service improvement opportunities that will better enable program to achieve its goals and objectives.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained.

Events and Program Management

• Coordinates NNCI meetings and programs to build internal and external relationships.
• Manages NNCI seminars, presentations, workshops, funding competitions, and other programs.
• Ensures that event and program details including communication, venues, presenters, travel arrangements, materials, refreshments, and technology are arranged and completed in an appropriate and timely manner.
• Develops and reviews program process guides to increase efficiencies to support growth.
• Implements program updates and improvements.

Communication and Outreach

• Develops coordinated, consistent marketing and brand messages.
• Maintain state-of-the-art website.
• Incorporates social media as appropriate.
• Manages NNCI email communication and responds to inquiries.
• Drafts internal and external communications.
• Nurtures relationships with internal and external counterparts to foster a network of enthusiastic collaborators.

Budgets & 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.

Evaluation

• Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
• Analyzes evaluation data from program leaders and participants to assist in program/project development and updates.
• Implements corrective actions required as a result of surveys or other indicators.

Miscellaneous

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.)

• Advanced knowledge of word processing, spreadsheet, email, calendaring, and database software programs is required.
• Excellent attention to detail.
• Strong communication skills; ability to write and speak clearly and keep others informed.
• Ability to manage competing priorities and multi-task, including ability to respond to emergent deadlines with fast turnaround times.
• Excellent interpersonal skills and service-oriented attitude. Positive, approachable, and team oriented.

Preferred Qualifications:

• Experience working in a university environment.
• Experience managing programs.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to manage web content.
• Knowledge of Northwestern systems.

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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