Department: Graduate School Administration Salary/Grade: EXS/5
As a partner to the Dean of The Graduate School and Associate Provost for Graduate Education, the Program Coordinator provides administrative support and is a member of the school’s Dean’s Office team. This individual reports directly to the Dean And Associate Provost, and under limited supervision and with a high degree of independent judgement, coordinates and executes essential functions including but not limited to: managing the Dean’s calendar, helping prioritize the Dean’s time, managing daily action items for the Dean, scheduling regular meetings, executing special projects, and liaising with staff members in The Graduate School (TGS). The Program Coordinator works in partnership with the Chief of Staff to facilitate resolution of office and personnel matters on behalf of the Dean and Associate Provost and has a working knowledge of policies, processes, and programs at Northwestern and TGS. This individual builds and maintains professional, efficient, and knowledgeable interactions with all constituencies and collaborates with all TGS units to ensure timely workflow, while keeping the Dean and Associate Provost apprised of information in addition to monitoring critical phases on projects and initiatives. The Program Coordinator exercises discretion in the coordination of sensitive and confidential information and materials.
Areas of responsibility include:
Manages day to day operations.
Provides operational and administrative support to the Dean and Associate Provost, including special projects and initiatives.
Applies independent judgment and discretion to manage the Dean’s calendar and decide on priorities to ensure effective use of the Dean’s time.
Partners with the Chief of Staff to support the daily operations of the dean’s office.
Receives and reviews incoming requests and prioritizes according to significance and urgency.
Effectively handles multiple responsibilities including sensitive and confidential information using tact, diplomacy, and exemplary judgment.
Coordinates and schedules a variety of meetings on behalf of the office of the dean, which may include distributing meeting materials, taking meeting minutes, managing calendars, coordinating room reservations, and/or catering needs.
Coordinates communication and follows up on behalf of the Dean, facilitating prompt communication with stakeholders in response to emergent or sensitive issues.
Builds and maintains professional, efficient, and knowledgeable interactions with internal and external constituencies.
Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
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.
Administers & maintains existing strategic plans.
Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.
Supports and/or manages special projects, as needed.
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.
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated proficiency with Microsoft Office suite of products.
High degree of professionalism required, including the ability to work with individuals at all levels of the University.
Ability to handle confidential information with discretion.
Demonstrated excellent oral and written communication skills.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 40775
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.