Program Administrator

Department: QSIB - Querrey Simpson Inst B
Salary/Grade: EXS/7

Job Summary:

Oversees a major division/department-wide program. Provides direction and thought leadership to develop strategic administrative initiatives that meet the mission/objective of the program. Oversees the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the program & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program on internal & external business affairs & is viewed as an expert resource regarding program/project administrative affairs.

Specifics of the position can be found below:

The Program Administrator oversees administrative operations for Professor John Rogers's QSIB and QSI Teams institutes. Provides strategic support through annual report orchestration, high level travel and planning coordination, institute communications and outreach management, event execution, manuscript review, preparation and maintenance of investigator documentation for grant applications and reports, and quarterly budgeting and forecasting to advance program goals and ensure efficient, compliant operations.

Specific Responsibilities:

Administration

• Directs and leads development of program/project strategic plan.
• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Operationalizes goals & objectives; ensures that resources are created or obtained.
• Manages customer service; creates associated practices & procedures & metrics to measure success.
• Analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
• Oversees documentation of agreements between NU and partner institutions, ensuring that agreements are complete and reviewed by all necessary NU officials.

Budgets & Financial

• Ensures that the program/project meets associated revenue & expense goals.
• Develops and implements ideas for improving business processes and increasing program/project revenues and margins.
• Plans & manages complex budget(s) which fund strategic mission including financial sustainability & enhancement models.
• Plans & implements annual budget process.
• Oversees all daily, monthly & annual financial activities including transactions, analysis, & reporting.
• Approves funds reallocation within budget as necessary & appropriate.

Communication, Outreach & Recruitment

• Directs program/project marketing/branding efforts.
• Identifies and implements short- and long-term strategies and plans to meet program/project goals.

Events

• Develops a comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources.
• Develops proposals & recruits faculty leaders for interdisciplinary research working groups, and works with them to develop programming.

Faculty Support

• Oversees recruitment of faculty
• Provides strategic recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Reviews policies, recommends changes, implements new & ensures consistent interpretation.
• Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, etc.) ensuring optimal faculty support.

Grants & Contracts

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

Program Development

• Manages goals, objectives, outcome measurements and metrics, financial feasibility, marketing strategies and collaboration opportunities with other internal and external organizations.
• Manages the ongoing development and refinement of the program's/project's current and future curriculum and course offerings in consultation with subject matter experts.
• Provides leadership for planning, scheduling, delivering and maintaining program(s)/project(s) to sustain quality instruction in all educational activity.

Regulatory Compliance

• Oversees development & implementation of processes & procedures for all safety, security & compliance programs.
• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Oversees creation &/or implementation of associated training.

Strategic Planning

• Creates & leads a coordinated program of activities designed to increase program/project objectives.
• Develops & executes strategies to involve internal/external constituents and cultivate new individual, corporate, institutional &/or foundation collaborations.

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.
• 4 years program/project administration or other relevant experience.

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

• Adept at program management. Ability to work under pressure, prioritize and meet deadlines.
• Demonstrated competency in organization management and financial stewardship.
• Proactive, energetic, innovative.
• Ability to work independently and yet is an accomplished team player.

Preferred Qualifications: (Education and experience)

• Experience and knowledge of NU systems such as SES, NUFinancials, MyHR, Egencia, and Cognos Reporting.
• Strong skills in the areas of people management and communication; positive and engaging demeanor; consistent orientation to solve problems, advance planning and avoiding crises and conflict.

Target hiring range for this position will be $68,000 - $78,500 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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