Program Administrator

Department: MED-Emergency Medicine

Salary/Grade: EXS/7

Target hiring range for this position will be between $63,079-$78,849 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:

Provides organizational administrative direction for the department in achieving its operational and educational goals. This includes supervision of educational staff, assistance in thought leadership, curriculum design, strategic planning, administrative oversight, budgeting, program development, and other duties as they arise. Oversees the effective, compliant, and efficient daily management of operational, financial, and business functions in support of the department and in coordination with central offices such as Feinberg School of Medicine Dean's Office, HR, Budget, Facilities, and IT. Represents department on internal & external educational and operational affairs & viewed as an expert resource regarding department administrative affairs.

In addition, this position oversees all financial and operational activities for the following programs:

• Medical School Clerkship program in emergency medicine
• Four-year ACMGE accredited residency training program in emergency medicine
• A variety of ACGME and non-ACGME fellowship programs specializing in facets of emergency medicine
• Administration
• Budget & Financial
• Communications
• Evaluation
• Events
• Facilities & Safety
• Faculty Support
• Grants/Contracts
• Human Resources
• IT Services
• Outreach
• Program Development
• Recruitment
• Regulatory Compliance
• Strategic Planning
• Student Support

Specific Responsibilities:

Administration

• 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 organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
• Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

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.
• Oversees all daily, monthly & annual financial activities including transactions, analysis & reporting
• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
• Reviews exceptions forms and reimbursements that require special attention.
• Develops fees, charges, recharge rates, etc for services.
• Approves funds reallocation within budget as necessary & appropriate.
• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.

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 recruiting, participation, sponsorship, relationship building, etc. to support continued program/project development and improvement
• Interacts with internal/external resources & organizations to identify new markets and opportunities
• 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.
• Pursues opportunities for alumni contact & solicitation.

Evaluation

• Oversees development & implementation of evaluation processes, quantitative & qualitative measurements that ensure that program/project benchmarks are successfully attainted 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
• 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.

Faculty Support

• Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, etc. ) ensuring faculty support
• Provides logistical/operational recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Applies policies, recommends changes, implements new & ensures consistent interpretation.

Human Resources

• Oversees organizational structures to ensure alignment with strategic mission.
• Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Manages recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Supervises & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Applies 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.
• Provides leadership for planning, scheduling, delivering and maintain 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.
• 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.
• Recruits, trains and assigns faculty/instructors to teach programs.
• Supervises creation of components, including curriculum development, lectures, conferences, seminars, support groups, etc.
• 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.

Regulatory Compliance

• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies, and procedures
• Oversees creation and/or implementation of associated training
• Manages development & implementation of processes & procedures for all safety, security & compliance programs.
• Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Develops the 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 constitutes and cultivate new individual, corporate, institutional, and/or foundation collaborations

Student Support

• Manages recruitment, application evaluation, interview, selection and notification of students or participants.
• Implements admissions criteria in accordance with associated NU policy.
• Supervises student orientation, registration, student life, graduation, etc.
• Supervises student matters, such as academic probation and other issues escalated from staff.
• Implements an advising system 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.
• Implements a department strategy for structure, process, & staff support of students.
• Prepares academic year course schedule; monitors course registration & enrollments.

Supervision

• Supervises 2.5 staff.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's in business, accounting, or a related field + six years program administration or similar experience; or 8 years program administration or similar experience

Preferred Qualifications:

• Master's degree preferred.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, 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.

#LI-GY2