Program Administrator Senior

Department: MED-Clinical Trials Unit
Salary/Grade: EXS/8

Job Summary:

The Querrey Simpson Institute for Regenerative Engineering (QSI RENU) is a new Institute for engineering in Oversees a major department/school-wide program or project & provides direction & thought leadership to develop strategic goals & objectives; defines associated metrics to measure results; & creates & obtains resources to ensure success. Reviews, creates & nurtures internal & external alliances, collaborations and partnerships.

Target hiring range for this position will be between $70,017 - $87,522 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.

• This position plays a key role in supporting and expanding BCVI research across the Northwestern Medicine network hospitals. Limited travel to these sites is expected. Collaboration with NMHC Office of Research leadership is essential to effectively support local research coordinators involved in BCVI studies. The role will also provide regulatory oversight and ensure all research activities remain compliant with institutional and federal requirements.
• Administration
• Budget & Financial
• Communications
• Evaluation
• Events
• Facilities & Safety
• Faculty Support
• Grants/Contracts
• Human Resources
• IT Services
• Outreach
• Program Development
• Recruitment
• Regulatory Compliance
• Strategic Planning
• Student Support

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.
• Oversees data analysis & 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.
• Participates in developing IT strategy to meet the mission & needs of program/project.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.
• Supports BCVI central credentialling of network researchers
• With NMHC leadership determines local study execution requirements, expected study enrollment metrics and assesses the ability to meet study requirements.

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

• Builds and maintains collaborative relationships with internal and external stakeholders to increase program profile, reputation, visibility and support.
• Creates plan to drive awareness of program/project in appropriate markets.
• Partners with academia and organizations to continue to innovate & enhance program/project.
• Actively obtains market intelligence by monitoring program/project peers/competitors and sharing information with appropriate groups.
• Builds relationships with appropriate communities & organizations that will result in program/project enhancement.
• Oversees marketing of new and current programs/projects.
• Supports collaboration between network investigators, industry sponsors and the BCVI CTU core teams i.e. regulatory, finance and site operations.

Evaluation

• Oversees development & implementation of evaluation processes, quantitative & qualitative measurements that ensure that program/project benchmarks are successfully attained and communicated in a timely and efficient manner.
• Manages evaluation processes; recommends & implements changes for enhancement; monitors effectiveness through follow-up evaluation studies.
• Assesses programming and recommends changes that will innovate and invigorate program including cutting edge developments in the field and changes to better meet external partners' needs in order to achieve goals.

Events

• Develops, plans & implements strategies, goals & approach for programs & events.
• Oversees creation of events designed to implement program/project objectives.
• Collaborates with internal/external partners to ensure that events are implemented and meet or exceed planned goals.

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

• Consults with & advises Principle Investigators (PI) in identifying & defining problems that can be resolved with scientific research that will help guide study design and methods to accomplish the scientific goals of the program/project.
• Prepares results & co-authors scientific papers for presentation & publication & disseminates information via seminars, lectures, etc.
• Creates data for use in grant submission.
• Develops new proposals for research including obtaining financial support.
• Writes technical reports detailing procedures, outcomes, and observations.

Human Resources

• Determines & implements organizational structures to align with strategic mission.
• Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Manages & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.

Program Development

• Determines goals, objectives, outcome measurements and metrics, financial feasibility, marketing strategies and collaboration opportunities with other internal and external organizations.
• Oversees the ongoing development and refinement of the program's/project's current and future curriculum and course offerings in consultation with subject matter experts.
• Recruits, hires, and directs instructors/faculty.
• Provides leadership for planning, scheduling, delivering and maintaining program(s)/project(s) to sustain quality instruction in all educational activity.
• Directs actions to consistently high quality standards across all partner programs, including admissions, teaching, grading, service levels, and facilities.

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.
• Supports IRB submissions and amendments and miscellaneous regulatory oversight.

Strategic Planning

• Develops and implements a comprehensive, visionary program/project strategy designed to continually grow and improve programs and build internal/external engagement.
• Provides guidance and support to staff in the creation of program/project components.

Student Support

• Oversees recruitment, application evaluation, interview, selection and notification of students or participants.
• Establishes admissions criteria in accordance with associated NU policy.
• Manages student orientation, registration, student life, graduation, etc.
• Addresses student matters, such as academic probation and other issues escalated from staff.
• Ensures that an advising system is in place to support all students, including working directly with prospective and enrolled students on issues ranging from qualifications for enrollment, course and placement planning, as well as career planning.
• Creates department strategy for structure, process, & staff support of students.
• Oversees academic year course schedule; monitors course registration & enrollments.

Supervision

• May supervise 2-4 staff.

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.

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

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

• Understanding of regulatory operations

Preferred Qualifications:

• Cardiovascular experience

• Project management experience supporting a multi-center trial

• Research administration experience with NIH trials

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.