Project Coordinator, CMC

Department: Kellogg Career Management Ctr
Salary/Grade: EXS/5

Job Summary:

Provides coordination and project management for E&W and EMBA CMC across 2 discrete campus locations; recommending best practices, establishing policies and standards, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.

Develops and lead multifaceted projects. Responsible for planning, overseeing, budgeting, documenting and reporting on all aspects of projects. Specifically, manages administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education and/or operations.

Specific Responsibilities:

Administration

• Manages day to day operations of E&W and EMBA CMC team.
  • Owns end-to-end project support for the E&W On-Campus Recruiting (EWOCR) selection and tracking process
  • Manages E&W and EMBA shared email inboxes and Slack communication with students.
  • Independently responds to and composes correspondence with WP staff and student populations.
• Ensures program/project mission, values, guidelines, policies & procedures are implemented & maintained.
  • Develops guidelines, policies & procedures ensuring they are implemented & maintained.
  • Establish best practices for WP programming registration in CMS and ensure promotion in Campus Groups when appropriate (EW).
• Manages design and development of program databases; compiles & analyzes data; prepares reports.
  • Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
  • Key lead on managing and executing VMock, a comprehensive Artificial Intelligence tool, for E&W and EMBA students.
• Recommends improvement opportunities that will better enable program/project to achieve its goals and objectives.
  • Develop and lead multifaceted projects throughout all phases of the project life cycle for multiple projects simultaneously.
  • Plan, schedule and track project timelines and milestones to ensure project progress is on schedule.
  • Work with multiple stakeholders to ensure that project objectives are achieved within established timeframes.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained.

Budgets & Financial

• Participates in budget preparation and quarterly forecasting.
• Maintains/supports budget & associated analysis & reports.
• Responsible for processing monthly invoices and managing tracking of coaching hours against budget.
• Audits general ledger to ensure transactions are applied to correct chart-string.
• Prepares annual coaching contracts and facilitates collecting all paperwork and documentation for the contract approval process.
• Researches and troubleshoots payment issues with the Kellogg/NU financial team.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.

Systems Management, Data Collection, Analysis & Evaluation

• Responsible for managing student system access within the 12twenty platform. This includes:
  • Working closely with Admissions, Registrar and KIS to ensure accurate student status (matriculation, LOA, degree conferral, etc.)
  • Communicate new information and changes with respective WP teams for awareness
  • Troubleshoot issues and communicate to resolve issues promptly.
• Develop and implement process for collecting data related to programming that provides WP program team with relevant insights that help grow and strengthen service delivery and optimize client satisfaction.
  • Responsible for running of and analysis of data reports from CMS related to event attendance, coaching appointments, and employer events for WP populations.
  • Collect evaluation feedback post coaching appointments and workshop programming and facilitate sharing of feedback via dashboard to both respective coach and WP leadership.
  • Identify and communicate assessment of feedback to WP team for continuous improvement.
  • Create, maintain and recommend custom reports in CMS, in an effort to provide real-time data to support WP team needs.
• Conduct audits to verify coaching appointments, events, are correctly set up within CMS and other platforms when appropriate.
• Provide support for mock interview offerings by setting up schedules in CMS and troubleshooting issues.
• Coordinates the job reporting process for all WP programs, inclusive of communication strategy, data collection, analysis & preparing reports that are used both internally and externally.
  • Ensure that the collection, analysis and reporting of employment related outcomes are compliant with MBACSEA standards.
• Create and maintain updated documentation used for cross training other operations team staff but also for WP team.

Project Management / Events

• Support WP team when needed to manage events.
• Provide support to WP Coaching team with travel arrangements, materials, refreshments and technology are arranged when needed.

Program Development

• Reviews programs/projects to increase efficiencies to support growth from an administrative perspective.
• Assists with any special requests for supporting guest speakers.
• Supports implementation and evaluation of new service offerings and initiatives.

Student Support

• Primary CMC contact for E&W and EMBA students; Responds to inquiries, Screens and prioritizes incoming requests via multiple channels (email and slack)
• Completes program/project logistical details such as scheduling, facilities, technology, registration, enrollment, audits, etc.
• Implements strategy regarding structure, process, & staff support of students in compliance with NU policy.
  • Provides basic interpretation of policies and procedures.
• Resolves administrative issues
  • Researches information to resolve problems or issues.

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.)

• Organization and planning skills to manage tasks effectively and complete projects as expected
• Excellent interpersonal skills including leadership, team building, motivation, communication, listening, decision-making, and self-awareness are required.
• Strong self-starter with initiative.
• High level organizational skills
• Excellent customer service skills.
• Strong attention to detail.
• Ability to work independently and as part of a team.
• Ability to develop and maintain processes.
• Effective negotiator.
• Ability to work across an organization, collaborate and built relationships.
• Very strong Microsoft Office skills including PowerPoint and specifically Excel. Adept at learning new systems.

Preferred Qualifications:

• A master's degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• 5 years of administrative support or other relevant experience.
• Prior experience in a Higher Education or fast-paced, private sector

Preferred Competencies: (Skills, knowledge, and abilities)

• Skilled in managing multiple internal and external databases including CMS, Canvas, Smartsheet, and Google Docs as well as others.
• Ability to work independently yet proactively collaborate with internal and external stakeholders

Target hiring range for this position will be $55,000 - $60,000 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 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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