Northwestern University · 22 hours ago
Program Administrator
Evanston, IL
Full-time
Onsite
Mid Level
$70K/yr - $80K/yr
4+ years expNorthwestern University is home to the Kellogg School of Management, which includes the Center for Science of Science and Innovation and the Northwestern Innovation Institute. The Program Administrator will be responsible for managing operations, budgets, outreach, events, and compliance for these institutes, ensuring their effective functioning and strategic growth.
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Responsibilities
Leads development of program strategic plan for CSSI and the NI Institute translating goals into executable operational plans
Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective
Oversees onboarding and offboarding processes for researchers, staff, and student RAs, ensuring compliance and consistent practices
Manages hiring processes for student RAs and work study students
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
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
Identifies and implements short- and long-term strategies and plans to meet program goals
Engages in outreach/field relations serving a number of goals, including recruitment, participation, sponsorship, relationship building, etc. to support continued program development & improvement
Supports relationship-building efforts with partners, alumni, and external collaborators to strengthen networks and visibility
Supports global-facing initiatives, including national and international symposia, prizes, visiting programs, and partner engagement
Interacts with internal/external resources & organizations to identify new markets & opportunities
Engages internal and external stakeholders—including faculty, funders, collaborators, and university partners—to support institute objectives
Oversees comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources
Oversees planning and execution of high-profile, multi-day events such as symposia, workshops, speaker series, committee meetings, and convenings
Manages logistics for domestic and international visitors, including travel, scheduling, compliance checks, and high-touch hosting
Ensures events reflect institutional excellence and manage reputational risk through careful planning, diplomacy, and attention to detail
Manages professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance
Ensures compliance with sponsor requirements, university policies, and applicable regulations
Responsible for pre- & post-award administration completed by research administrators
Supports pre- and post-award grant administration in coordination with PIs and central research offices
Builds relationships with Principal Investigators (PIs) & NU research associated offices
Serves as a key administrative liaison to faculty PIs, research administrators, and compliance offices
Creates & leads a coordinated program of activities designed to increase program/project objectives for CSSI and the NI Institute
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 activities
Manages to a consistently high-quality standard across all partner programs/projects, including admissions, teaching, grading, service levels, and facilities
Oversees implementation of processes & procedures for compliance programs, such as export control, data access, and security in coordination with central offices
Ensures Institute operations comply with all applicable federal, state, local & NU laws, regulations, policies & procedures
Supports training and documentation related to compliance and operational risk mitigation
Supervises 1-2 staff
Performs other duties as assigned
Qualification
Required
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 and/or project administration or other relevant experience
Exceptional communication skills with attention to detail and flexibility
Ability to professionally interact with diverse stakeholders, including faculty, students, researchers, staff, and university leadership
Demonstrated ability to successfully manage multiple, complex projects simultaneously
Strong initiative and the ability to work with minimal supervision as well as being a strong cross-functional team member
Strong problem-solving skills
Demonstrated interest and ability in building and scaling new programs within a growing research environment
Ability to handle high-profile events with professionalism and sound judgment
Preferred
Experience planning and managing in-person events, including multi-day convenings
Experience working in research, academic, or scientific environment
Experience with project management or workflow optimization tools
Interest in innovation research, the science of science, and data-driven research
Ability to work effectively in a growing, interdisciplinary research environment
Ability to navigate complex, high-stakes situations with professionalism, discretion, and diplomacy, representing the institute effectively to senior leaders and external stakeholders
Benefits
Meaningful, competitive, high-quality health care plans
Retirement benefits
Tuition discounts
Comprehensive programs and services to help you and your family navigate life’s challenges and opportunities
Flexible work arrangements
Programs to help you locate and pay for quality, affordable childcare and senior/adult care
Employee career development
Company
Northwestern University
Northwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics.
5001-10000 employees
H1B Sponsorship
Northwestern University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (325)
2024 (308)
2023 (280)
2022 (282)
2021 (184)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$98.02MKey Investors
National Peanut BoardAdvanced Research Projects Agency for HealthGRAMMY Museum
2024-10-30Grant
2024-10-04Grant· $34M
2023-11-28Grant· $0.02M
Leadership Team
Diego Klabjan
Professor
Henry Bienen
Interim President
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