Northwestern University Looking for Program Coordinator at Evanston, IL  Full Time

Department: MCC Computer Science
Salary/Grade: EXS/5

Job Summary:

The Program Coordinator is a member of the McCormick School of Engineering’s Center for Advancing Safety of Machine Intelligence (CASMI) team. CASMI is a collaborative research network based within McCormick’s Computer Science department which is focused on operationalizing safety and minimizing harms and negative impacts of Artificial Intelligence (AI).

This position supports financial, administrative, and event coordination support processes for CASMI that includes collaborative research projects at Northwestern and external industry partners. This role will manage pre- and post-award grant management and subcontracting projects, purchasing, payment processes and other financial transactions, budget and financial reporting, as well as general admin and event coordination support.

This is a one-year term appointment eligible for renewal based on performance and funding.

Supports a university accounting-related area or program under supervision of the area manager.

* Supports a school/dept’s financial operations.

* Provides transactional oversight.

* Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations (as applicable).

* Represents &/or guides business area on internal &/or external financial affairs by exchanging information.

* Provides event coordination support for various internal and external events as needed.

* Provides scheduling and calendar support for the Director of CASMI

* This is a hybrid position where working in office is required at least 3 days per week. Flexible schedule to be discussed.

* Administration

* Budget & Financial

* Communications

* Events

* Grants/Contracts

* Accounting policy/procedure

* Journal &/or ledger

* Procurement card program

* Reporting

* Expense Reconciliation

Specific Responsibilities:

Administration

* 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.

* Regularly review scheduled meetings, re-–evaluate priorities, and modify previous scheduled appointments.

* Performs general office support activities.

* Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.

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.

* Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.

* Creates/enhances internal daily, monthly & annual processes & training.

* Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.

* Prepares materials for annual budget planning such as analysis, budget performance reports & year-end close data.

* Provides updated budget estimates & account research.

* Assists with monthly/quarterly/annual journal entries, reports and statements

* Creates daily, monthly &/or annual analysis & reports regarding area/unit, grants &/or awards, accounts, funds, payroll, expense &/or revenue allocation, etc.

.

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.

* Provides event management/coordination for various internal and external events as needed.

* This may require work outside of normal working hours. A flexible schedule will be allowed.

* 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

* Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.

* Provides support for preparation of Promotion & Tenure cases.

* Initiates FASIS appointment paperwork.

* Arranges colloquium & seminar coordination, & faculty travel planning.

* Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.

Grants & Contracts

* 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.

* Identifies grant funding.

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.

* Reads & evaluates admissions files and participates in candidate selection.

* Interviews and screens applicants.

* 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.

* Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.

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.)

* Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.

* Familiarity with financial reporting.

Preferred Qualifications:

* General understanding of accounting principles, experience with budgeting & financial management.

* Experience processing financial transactions.

* Familiarity with grant management principles.

* 1+ years supporting events

* 2+ years of experience working in an office environment.

Preferred Competencies: (Skills, knowledge, and abilities)

* Experience and familiarity with Northwestern University business procedures, standards, and systems.

* Coachability – Receptive to feedback, willing to learn, embracing continuous improvement.

* Collaboration – Facilitates open and effective communication, cooperation and teamwork within and outside of one’s own team.

* Collegiality – Helpful, respectful, approachable; builds strong working relationships and a positive work environment.

* Organization – Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

* Ability to work independently, prioritize tasks, and juggle multiple deadlines. Eager and willing to add to increasing knowledge base and skills.

* Excellent skills in production of documents, file maintenance, data entry, and data retrieval

* Working knowledge of accounting and business principles, methods, and techniques; analytical and mathematical skills; critical thinking and problem solving skills.

* Ability to establish and maintain professional relationships with students and professional staff, Division colleagues, the University community, and external partner and sponsor colleagues.

Target hiring range for this position will be between $49,850 – $70,419 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 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 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 to learn more.

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