Program Coordinator

Department: MCC Ind/EnggMgmt Sci
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,346 - $59,452 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:

Provides management for all aspects of the IEMS graduate student affairs including the admission process, advising, course registration, prospective student visits, data collection and analysis, maintaining student and curriculum records, and coordinating department events. The person in this position markets the program and maintains department information through website maintenance and social media account management. This position acts as a liaison between the IEMS department and other university departments (The Graduate School, McCormick Marketing, International Office, etc.) regarding graduate affairs including facilitation of visa procedures for international students. They also monitor the English-speaking requirements for international students for their appointments as teaching assistants. The Graduate Program Coordinator also plans special events for graduate students, serves as the department liaison with the PhD student INFORMS chapter, work with the faculty Director of Graduate Studies, and updates the department bulletin boards. This position co-supervises work study students and supports the Business Administrator in his or her assigned duties.

• Administration
• Budget & Financial
• Communications
• Evaluation
• Events
• Facilities & Safety
• Faculty Support
• Human Resources
• Outreach
• Program Development
• Recruitment
• Student Support

Please note: Due to nature of job scope, some evening/weekend working hours will be necessary. Work schedule will be adjusted to accommodate this occasional need during the academic year.

Specific Responsibilities:

Administration

• Manages day to day operations of the IEMS graduate program.
• Ensures that IEMS PhD program/project mission, values, guidelines, policies & procedures are implemented & maintained.
• Compiles & analyzes data; prepares reports.
• Reviews processes and recommends changes for efficient PhD program support and management.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.
• Acts as liaison to other Northwestern departments to support graduate students.

Budgets & Financial

• Maintains PhD Program and PhD Travel budget & associated analysis & reports.
• 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.
• Manages PhD student conference registration and reviews PhD expense reports.

Communication, Outreach & Recruitment

• Develops coordinated, consistent marketing and brand messages.
• Creates state-of-the-art website and social media platforms (Twitter, LinkedIn, & Facebook)
• Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
• Reviews other PhD program processes to improve PhD program management and make recommendations to improve the IEMS PhD Program's administration and support.

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.
• 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

• Provides support to the Director of Graduate Studies and the Director of Graduate Admissions.
• Responds to faculty inquires regarding PhD program policies and student information.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied for IEMS PhD students
• Maintains excellent working relationship with Office of Human Resources.

Program Development

• Manages PhD program/project curriculum, Candidacy Exams, Defenses, Boot Camp, 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.

Regulatory Compliance

• Ensures compliance with all necessary organizations.
• Prepares documentation as required.
• Interfaces with accreditation bodies.
• Acts as the regulatory and compliance officer.

Strategic Planning

• Administers & maintains existing strategic plans.
• Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.

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.
• Downloads and prepared PhD student applications for review.
• 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.

Supervision

• Supervises 1-2 work studies &/or provides work direction.

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.

Preferred Qualifications:

• Knowledge of university procedures and policies.

• Experience using university systems (SES, NUFinancials, myHR, Cognos, GSTS, and Cascade)

• Strong customer service background

Preferred Competencies: (Skills, knowledge, and abilities)

• Forward-facing, open, service attitude.

• Genuine interest in PhD Program affairs.

• Self-directed, but as part of a team.

• Professional and mature communicator.

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.