Program Coordinator (Hybrid)

Department: Accounting Services
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,346 to $63,000 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.

Job Summary:

The Office of the Controller is responsible for the accounting and financial reporting of Northwestern University, providing a wide range of financial services on behalf of and for the University community. Northwestern operates with annual expenses exceeding $3.0 billion, total investments in excess of $14.0 billion (representing one of the largest endowments in the country), more than $1.0 billion in annual research awards, and total long-term taxable and tax-exempt debt outstanding of $2.4 billion. The University has more than 22,000 students enrolled in 12 colleges and schools on three campuses. Its fiscal year ends August 31.

Reporting to the Director of Accounting, the Program Coordinator supports the University capital equipment inventory process within the Accounting Services department. In collaboration with University school and unit representatives, the Program Coordinator maintains the University capital equipment records and leads the equipment inventory in compliance with University policy, Uniform Guidance, and sponsored project regulations.

This position is responsible for:

• Leading the biennial capital equipment inventory for all University schools and units
• Coordinating with department representatives to affix property tags to capital equipment
• Overseeing asset record updates in the NUFinancials system
• Providing inventory control reports as required
• Guiding department representatives on University policy and procedures for capital equipment inventory monitoring, including delivering equipment inventory presentations
• Resolving compliance issues related to the equipment inventory, and alerting supervisor to potential higher risk issues
• Support Accounting Services for Research and Sponsored Projects (ASRSP) with sponsored equipment-related requests
• Facilitating audit requests to physically observe capital equipment with departments and external auditors
• Maintaining and recommending improvements to the Capital Equipment website and equipment resources
• Supporting other initiatives as needed for the Accounting Manager, including identifying and implementing continuous improvements

*Note: Not all aspects of the job are covered by this job description

Specific Responsibilities:

Administrative Support

• Provides specialized, complex and confidential support to the Provost and manages office operations.
• Receives and reviews incoming requests and prioritizes them according to significance and urgency.
• Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy, and exemplary judgment.
• Coordinates communications, independently creates correspondence, agendas, minutes, etc., and follows up on behalf of the Provost.
• Works collaboratively with other administrators and support staff throughout the University.
• Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies.
• Maintains the physical official space and serves as the initial point of contact for guests creating a welcoming and hospitable environment.

Calendar Management and Scheduling

• Applies a high degree of independent judgment and discretion when managing the Provost's complex calendar and deciding on priorities to ensure effective use of their time.
• Manages complex scheduling arrangements involving multiple parties, conference calls, international travel, etc.
• Ensures that the Provost is prepared with meeting materials and presentations, pertinent information and/or data, and travel itineraries.
• Coordinates a variety of meetings and events, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needs.

• Coordinates complex travel arrangements as necessary.

Budget and Financial Administration

• Partners with Provost Office staff in budget development and financial administration for Provost operations.
• Prepares expense reports for the Provost.
• Ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Administration
• Manages day to day operations.
• Ensures that project mission, values, guidelines, policies & procedures are implemented & maintained.
• Compiles & analyzes data; prepares reports.
• Reviews processes and recommends changes
• Identifies service improvement opportunities that will better enable project to achieve its goals and objectives.
• Budgets & Financial
• Enters individual &/or summary of transactions into NU enterprise system.
• Troubleshoots problems; performs research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers corrects or escalates.

Evaluation

• Observes and interacts with participants for purpose of gaining consumer insight, growing and strengthening knowledge, and optimizing client satisfaction.
• Coordinates the collection, analysis & reporting of required information for surveys, review documents
• Analyzes evaluation data etc. to assist in project development and updates.
• Implements corrective actions required as a result of indicators.

Program Development

• Manages project presentations, learning experiences, chat rooms, websites based on goals/objectives.
• Reviews projects to increase efficiencies to support growth.
• Leads project updates and improvements.

Regulatory Compliance

• Ensures compliance with all necessary organizations.
• Prepares documentation as required.

Miscellaneous

Performs other duties as assigned.

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.

• 1 year program/project administration or other relevant experience.

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

• Strong customer service and interpersonal skills, as well as verbal and written communication skills are required.
• Intermediate proficiency with Excel, Word, and Outlook
• Ability to build and foster positive working relationships with both the University community and external entities as needed.
• Strong organizational skills and attention to detail

• Ability to handle concurrent projects with critical deadlines

Preferred Qualifications: (Education and experience)

• Experience tracking property assets from the time of receipt until disposal for an organization
• Experience analyzing inventory data and identifying discrepancies
• Experience preparing and delivering presentations
• Project management certification

• Experience working in an accounting/financial environment

Preferred Competencies: (Skills, knowledge, and abilities)

• Analytical ability to reconcile data or physical inventory conflicts
• Strong project management skills

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.