Northwestern University — Program Coordinator, Global Learning Office

Job ID: 40504
Location: Evanston, Illinois 

Department: Global Learning Office
Salary/Grade: EXS/5

Job Summary:
The Northwestern University Global Learning Office enriches the undergraduate curriculum by providing rigorous academic and immersion opportunities abroad to over 700 undergraduate students each year.

The Program Manager is responsible for advising on a large portfolio of programs and offering a full range of student services during all stages of the study abroad process for prospective, outbound, and returnee students. The Program Manager also promotes and coordinates study abroad program activities for assigned Northwestern study abroad programs. This includes managing student recruitment, advising, application, enrollment, and pre-departure orientation; global program operations; program budgets and accounting; and program assessment and evaluation. The Program Manager is also responsible for developing and managing co-curricular, non-credit and experiential learning programs that will expand student involvement in global engagement opportunities.

Provides management for an education, research &/or operations program/project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.

Please note: This position is required to work evening and weekend events throughout the academic year to participate in events on campus. The position also entails occasional travel to off-campus meetings, professional conferences, and to international study sites.

Specific Responsibilities:
Administration

  • Manages day to day operations.
  • Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.  
  • Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.  
  • Coordinates administration and logistics for assigned portfolio of exchange, faculty-led, customized, and affiliated study abroad programs, which includes arranging student accommodations, international flights, local transportation, field experiences, etc. in partnership with faculty and staff from Northwestern and partner institutions.
  • Coordinates administration and logistics for co-curricular, non-credit and experiential learning  programs as assigned.
  • Implements standards, regulations, and requirements for study abroad;
  • Advises and/or processes student visas for assigned programs;     
  • Collects and tracks forms and requirements.
  • Reads & evaluates admissions files and participates in candidate selection.
  • Interviews and screens student applicants.

Budgets & Financial

  • Participates in budget preparation.
  • Maintains budget & associated analysis & reports.
  • Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.  
  • Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.  
  • Processes transfer &/or appropriation charges & may balance &/or close accounts.  
  • Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.  

Communication, Outreach & Recruitment

  • Incorporates social media and networking into program/project aspects as appropriate. 
  • Strengthens partnerships with external resources by defining, promoting and marketing benefits of participation and involvement to the organization. 
  • Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.
  • Partners with Marketing & Communications Coordinator to create study abroad program marketing materials in print and multimedia.
  • Coordinates program orientation sessions and assists in the production of orientation guides, materials, and other resources
  • Collaborates with a designated set of Northwestern schools and departments, faculty, student groups, and various campus units to promote study abroad.
  • Organizes informational sessions and campus visits for representatives from assigned portfolio.

Evaluation

  • 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. 
  • Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates. 
  • Implements corrective actions required as a result of surveys or other indicators.
  • May travel to program locations, as needed, to participate in site visits to assess study abroad program operations. 
  • Continually assesses programs in assigned portfolio, reviewing program evaluations, and following up with students and programs as needed. Produces annual reports on each program for the University Study Abroad Committee (USAC). Prepares and presents new program proposals to USAC.  

Events

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

Faculty Support and Engagement

  • Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.  
  • Provides support for preparation of Promotion & Tenure cases.  
  • Initiates FASIS appointment paperwork.  
  • Arranges colloquium & seminar coordination, & faculty travel planning.  
  • Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.
  • Strengthens Northwestern faculty engagement in and support for learning abroad through effective communications regarding curricula, student needs, program array, and program development opportunities.
  • Supports Northwestern and partner faculty in development and implementation of program courses, activities, and materials. 
  • Arranges faculty travel and accommodations and assists with visas.
  • Assists with developing training materials for new faculty leaders and instructors.
  • Serves as liaison between faculty and Northwestern for administrative matters.

Program Development

  • Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives. 
  • Manages academic quality and continued growth and expansion. 
  • Identifies & obtains external expertise as needed and works with content experts for current and new programs. 
  • Reviews programs/projects to increase efficiencies to support growth.
  • Manages speaker selection, communication, and topic development.
  • Leads program/project updates and improvements.
  • Assists the Director and Senior Associate Director, as needed, in developing new Northwestern programs and partnering with affiliated program providers and community-based organizations in alignment with mission.

Advising and Student Support

  • Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
  • Advises students regarding admissions, academic, career and development matters.
  • Reads & evaluates admissions files and participates in candidate selection.
  • Interviews and screens applicants.
  • Implements strategy regarding structure, process, & staff support of students in compliance with NU policy.
  • Resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.)
  • Organizes new student activities.  
  • Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.
  • Advises prospective students in assigned portfolio of programs through individual meetings, email and phone, assisting them to choose appropriate study abroad options based on requirements, course offerings, academic preparation, familiarity with and interest in the host culture.
  • Advises outbound students regarding learning abroad policies and helps them prepare for their experiences abroad. Counsels students on issues such as accessibility, health and mental health, safety, identity and diversity, financial considerations, academic progress and conduct records.
  • Participates in student conduct meetings and appeals panels. Responds to questions from parents/guardians and campus partners, as appropriate.
  • Continues to provide advising services to students abroad and counsels returnees on reentry issues, campus activities, volunteer opportunities and career options.

Miscellaneous 

  • Performs other duties as assigned.

Minimum Qualifications:

  • 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.)

  • Excellent oral and written communication skills.
  • Demonstrated ability to collaborate and create joint programming.
  • Intermediate knowledge of word processing, spreadsheet, email, and database software programs.
  • Proven problem-solving skills and attention to detail.
  • Well-developed organizational skills and the ability to independently prioritize and handle multiple tasks, turning general instructions into specific action steps.
  • Ability to quickly and effortlessly change direction based on new/changing priorities.

Preferred Qualifications: (Education and experience)

  • Prior experience in an office or similar setting.
  • At least one of the following prior experiences: work in a college or university; work with undergraduate students; work in study abroad; coordination of educational programs.
  • Experience studying, living, or working within an intercultural context. 
  • Bachelor’s in international studies, international education, or related field.
  • Professional work experience in study abroad and/or international program management and administration.
  • Professional work experience in a four-year college or university.
  • Prior experience studying, living, or working abroad.
  • Experience working with university staff, students, and faculty.
  • Experience supporting exchange, faculty-led, or customized study abroad programs.
  • Demonstrated experience in evaluating academic records.
  • Strong data management skills and experience with study abroad application and database systems.

Please apply online at https://careers.northwestern.edu/psp/hr857prd_er/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=40504&PostingSeq=1

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.

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