The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community.
The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
The Program Coordinator for the Weinberg College Arch Scholars Programs manages the day-to-day administrative and operational functions of the College’s transition programs for first-generation and low-income undergraduate students. This individual reports to the Assistant Director for Undergraduate Academic Affairs and is a member of the larger Office of Undergraduate Studies and Advising team within the Dean’s Office. The person in this role must be well-organized and detail-oriented, work well with others, and be able to pivot between tasks to accommodate the demands of the position while the programs are underway. A good candidate for this position should understand how a university functions, enjoy working with a diverse student population, and demonstrates commitment to fostering undergraduate student success.
The Program Coordinator provides operational and administrative support to the Assistant Director as well as the Assistant Dean and Associate Director for First-Year and Transition Programs. Essential functions for the program coordinator include but are not limited to: communicating with prospective, admitted, and current students; coordinating housing, dining, travel, and other logistics for students admitted to summer programs; assisting program faculty and instructors in assembling and distributing course materials and textbooks; planning and executing program events; tracking and reconciling program expenses and budgets; and managing payroll processes for undergraduate teaching fellows and peer mentors.
Arch Scholars is a suite of programs that welcome first-generation and low-income students to campus and provide ongoing academic and social support from the summer before their first year through at least the end of their sophomore year. The programs primarily take place in the summer.
Reconciles program budgets and tracks spending against projections.
Holds a purchasing card for the programs, purchasing supplies, meals, and paying for tickets or other items for student activities and events.
Communication, Outreach & Recruitment
Develops coordinated, consistent marketing and brand messages.
Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
Updates and maintains Arch Scholars information on website.
Creates and maintains Facebook groups, and incorporates other social media and networking into program/project aspects as appropriate to promote programs and keep participants and alums engaged.
Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
Plans and executes events, including handling communications, room reservations, preparation of materials, catering, and technology needs.
Plans and makes all arrangements for student activities during the programs, including transportation, tickets, and meals.
Coordinates summer course scheduling and management in university systems CLSS and CAESAR.
Arranges classrooms, orders textbooks and other course supplies.
Processes hiring paperwork and payroll for undergraduate peer counselors and tutors.
Schedules and participates in interviews for undergraduate peer counselors; schedules interviews for graduate instructors.
Reviews programs/projects to increase efficiencies to support growth.
Leads program/project updates and improvements.
Administers & maintains existing strategic plans.
Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.
Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.
Oversees the academic year textbook loan program for program participants: tracking student course registration and assigned course textbooks; checking out textbooks out to students and recording returns; and purchasing new materials as needed.
Performs other duties as assigned.
Bachelor’s in business, accounting or a related field + 1 year program administration or similar experience; or 3 years program administration or similar experience.
Experience organizing and running events.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, calendaring and database software programs (Microsoft Office, Outlook and Access) is required;
Previous experience using a website content management system;
Excellent communication skills, both verbal and written;
Strong collaboration skills and collegiality;
Adaptability, resourcefulness, and the ability to independently problem solve;
Ability to multitask and meet deadlines with excellent attention to detail;
Demonstrated time management and organizational skills.
Previous experience in higher education setting.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 40388
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.