Program Administrator

Department: MED-Potocsnak Longevity Institute
Salary/Grade: EXS/7

Job Summary:

Oversees a major division/department-wide program or project. Provides direction and thought leadership to develop strategic administrative initiatives that meet the mission/objective of the program/project. Oversees the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the program/project & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program/project on internal & external business affairs & is viewed as an expert resource regarding program/project administrative affairs.

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.
• Analyzes data & 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.

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

• Directs program/project marketing/branding efforts.
• Identifies and implements short- and long-term strategies and plans to meet program/project goals.
• Engages in outreach/field relations serving a number of goals, including recruitment, participation, sponsorship, relationship building, etc. to support continued program/project development & improvement.
• Interacts with internal/external resources & organizations to identify new markets & opportunities.
• Builds relationships with program/project alumni to develop and cultivate professional networks, financial resources, and sense of community among alumni.

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.
• Collaborates with internal/external resources to develop meaningful outcome measurements and methods of program/project evaluation that will lead to enhancement.

Events

• Develops a comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources.
• Develops proposals & recruits faculty leaders for interdisciplinary research working groups, and works with them to develop programming.

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

• Manages professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
• Responsible for pre- & post-award administration completed by research administrators.
• Builds relationships with Principal Investigators (PIs) & NU research associated offices
• Transfers knowledge & advises on research policy & procedure.
• Manages payroll administration for research appointments.

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

• Manages goals, objectives, outcome measurements and metrics, financial feasibility, marketing strategies and collaboration opportunities with other internal and external organizations.
• Manages the ongoing development and refinement of the program's/project's current and future curriculum and course offerings in consultation with subject matter experts.
• Manages the 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.
• Manages for consistently high quality standards across all partner programs/projects, 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.

Strategic Planning

• Creates & leads a coordinated program of activities designed to increase program/project objectives.
• Develops & executes strategies to involve internal/external constituents and cultivate new individual, corporate, institutional &/or foundation collaborations.

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

• Supervises 1-2 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.
• 4 years program/project administration or other relevant experience.

Target hiring range for this position will be between $63,079 to $88,705 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.

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Benefits:
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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:
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