Program Coordinator

Department: MED-Medical Social Sciences
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,346-$64,473 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.

Job Summary

We are hiring a Program Coordinator to serve as the primary administrator for the Division Chief of Outcome and Measurement Science. The Department of Medical Social Sciences at Northwestern University Feinberg School of Medicine is innovative, collegial, collaborative, inclusive and highly committed to team science. We are dedicated to leveraging the social sciences to develop and implement innovations to transform health and healthcare equitably. MSS has grown to roughly 300 faculty and staff in its 15-year history.

The ideal candidate will possess exceptional organizational skills, demonstrate proactive initiative, and have experience working in a fast-paced, complex environment. As an Executive Assistant, you will be responsible for managing complex schedules, communications, and special projects while maintaining confidentiality, exercising discretion, and interacting with senior leaders, faculty, staff, and external stakeholders. You must be highly adaptable, detail-oriented, and able to anticipate the needs of the Division Chief while contributing to a positive and productive work environment.

Responsibilities include but are not limited to:

Organizes, schedules, and prioritizes meetings, acting as the primary point of contact for calendar requests; Assists in drafting and editing letters of support, recommendation letters, and other related correspondence as needed; ensures that all written materials are clear and professional with attention to details. Edit and format presentations for conferences, academic talks, and other professional engagements, including ensuring presentations are formatted consistently and free of errors. Regularly update and maintain bio sketches, CV, and professional biography; provide these documents, as requested, for use in grant proposals, conference submissions, and other professional opportunities. Processes expense reports and makes purchases, as needed, for research team. Assists in preparation of grant proposals; provides administrative support for grant preparations including drafting budget justifications, citation management, text editing, and document formatting. Coordinates onboarding processes for all research lab faculty, staff, and postdocs, working with department administrative team and HR

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.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.

Events

• Coordinates programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Ensures that event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Grants & Contracts

• Prepares proposals; provides administrative guidance for grant preparations including budgets and justifications.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.

Strategic Planning

• Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.

Supervision

• Supervises 1-2 staff &/or provides work direction.

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.
• 1 year program/project administration or other relevant experience.

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

• Proficiency with office software (e.g., Microsoft Office Suite), including word processing, spreadsheets, and presentation software.
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Strong verbal and written communication skills for interacting with diverse stakeholders, including faculty, staff, and external partners.

Preferred Qualifications: (Education and experience)

• Having served as an executive assistant OR a person heading towards an MD or PhD program who is looking to embed themselves in a medical school division for 2+ years before entering graduate school.

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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