Program Coordinator; Term

Department: URC Administration

Salary/Grade: EXS/5

Northwestern University is launching a new initiative aligned with its strategic priority to lead in sustainability. This new institute will be dedicated to advancing interdisciplinary research and education at the intersection of the environment and health, recognizing the interconnected nature of interventions that affect water, land, and air and impacts on human health.

The Program Coordinator provides comprehensive coordination and operational support for programs and initiatives within a newly established interdisciplinary research institute. The role manages day‑to‑day administrative functions including events, communications, budgeting, and data tracking, while supporting faculty and leadership in implementing program activities, coordinating stakeholders, and ensuring effective and efficient program delivery.

This is a two‑year term position. Opportunity for renewal will be based on performance and available funding.

• 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.

• 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.

• Develops coordinated, consistent marketing and brand messages.
• Incorporates social media and networking into program/project aspects as appropriate.
• 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.

• 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.

• 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.

Performs other duties as assigned.

• 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.