Program Coordinator Senior (Events and Communications)

Department: CIERA - Ctr Int Exp Rsch Astr
Salary/Grade: EXS/6

Job Summary:

Provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. Ensures the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program/project on internal & external administrative affairs by recommending alternatives & suggestions.

CIERA (Center for Interdisciplinary Exploration and Research in Astrophysics; ciera.northwestern.edu) is a University-wide research center at Northwestern, focused on harnessing the power of interdisciplinary collaboration between astronomy, engineering, data science, mathematics, and social sciences to examine the most important and challenging problems in modern astronomy. With a strong emphasis on outreach and training, CIERA empowers the next generation of scientists and cultivates the public's enthusiasm for astronomy. Now in its fifteenth year, CIERA is a premiere research center that attracts a vibrant community of researchers, faculty, student, postdocs, and visitors.

This position is responsible for planning and executing complex events, including conferences, large public programs, internal events, and CIERA's summer outreach initiatives, as well as managing the Center's external communications. The role promotes CIERA and its activities through management of website content and design; creation of news, social media, and print and digital advertising; implementation of a cohesive social media presence; and coordination with internal and external media professionals. Event responsibilities include overseeing logistics, troubleshooting issues as they arise, and collaborating with stakeholders to anticipate needs and ensure high-quality outcomes. The position also supports the promotion of summer outreach programs and development activities by maintaining documentation and drafting related communications and materials, in addition to providing other Center support as needed.

Specific Responsibilities:

Administration

• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Develops, maintains & reports on quantitative and qualitative performance measures.
• Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.

Communication, Outreach & Recruitment

• Ensures program/project success in regard to revenue & expense goals including recruitment, participation, etc.
• Identifies opportunities and strategies for short- and long-term growth & expansion.
• Creates & implements program/project brand identity and marketing & advertising strategy.
• Oversees marketing of new and current programs, working with partner institutions & media to ensure marketing plan effectively targets applicants, sponsors, etc.
• Ensures that all advertising and marketing materials accurately represent programs.

Events

• Manages programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
• Manages planning and arrangement of meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU.
• Manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner.

Program Development

• Researches competitor, and state-of-the art developments to enhance, improve, and innovate program curricula and delivery to better meet goals & objectives.
• Coordinates with program/project sponsors on the delivery of all onsite instruction and provision of logistical support.
• Oversee development and implementation of new program/project initiatives.
• Manages relationships with partners, foundations, etc. and coordinates logistical support
• Continually assesses and innovates program/project to achieve educational goals.
• Develops strategy for program/project growth and expansion.

Supervision

• Supervises 1-2 staff.

Miscellaneous

Performed other duties

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.
• 2 years program/project administration or other relevant experience.

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

• Intermediate knowledge of word processing, spreadsheet, email, and presentation software programs is required, including Microsoft Office and Google Suite
• Public communications, including social media management, article writing, and/or interfacing with press offices
• Basic graphic design, including familiarity with Adobe Photoshop or Canva
• Excellent attention to detail
• Strong communication skills: ability to write and speak clearly, and keep others informed
• Excellent interpersonal skills: being helpful, respectful, approachable, and team oriented
• Ability to manage multiple competing priorities
• Ability to take direction and coordinate between multiple stakeholders and partners
• Takes initiative and accomplishes tasks with minimal guidance

Preferred Qualifications: (Education and experience)

• 1 year experience with event organization, ideally at Northwestern
• 1 year of work experience in a research or academic environment.
• 1 year experience supporting high-profile faculty, executives, or donors

Preferred Competencies: (Skills, knowledge, and abilities)

• Mac OS and Apple office software (Numbers, Pages, Keynote, iCalendar, etc)
• Proficiency with Adobe Photoshop and/or InDesign.
• Proficiency with Wordpress
• Website development, including writing web content

Target hiring range for this position will be between $61,000-$72,000 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 University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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