Project Coordinator Senior

About the Role

The TTR (Transition To Residency) Coordinator provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. Ensures the effective, compliant, & efficient daily management of all functions in support of the educational mission. The Coordinator provides administrative direction and curricular support as it relates to the orientation, coordination, and complex scheduling of students within the Zellis Family Foundation Longitudinal Transition to Residency course (TTR), proactively manages the day-to-day operations of the Transition to Residency Longitudinal Curriculum to meet the needs of students as they navigate through their Phase 3 year. This individual is responsible for cultivating a culture of support as students continue to develop their skills and professionalism as they transition to residency. The TTR Coordinator is also responsible for coordination and oversight of Capstone, as well as scheduling and planning of TTR Skills Bootcamp.

The creative and team-centered individual in this role collaborates with staff, physician educators, scientists, and students in the comprehensive development, organization, implementation, maintenance and assessment of the Undergraduate Medical Education Curriculum of the Feinberg School of Medicine. The person in this position reports to the Associate Director for Curriculum and works closely with the Curriculum Coordinator team, Associate Dean for Curriculum, other education leadership, and AWOME staff and faculty. Attendance at all clerkship coordinator meetings within AWOME is required, as well as participation in continual improvement and curricular innovation based on feedback and evaluations.

On-site expectations include clinical skills exam days, TTR skills bootcamp weeks, and capstone weeks. Position requires an individual who can work occasionally on weekends and evenings based on workload and program activity. Some travel may be required for training.

Responsibilities

• Administration: Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective. Develops, maintains & reports on quantitative and qualitative performance measures. 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.
• Budget & Finance: Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units. Creates & oversees finances, budget, associated analysis & reports. Creates/enhances internal daily, monthly & annual processes & training. 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: 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: Manages development and maintenance of evaluation processes including associated metrics and key performance indicators. Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project. Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.
• Events: 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: Manages recruitment of faculty. Provides logistical/operational recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes. Applies policies, recommends changes, implements new & ensures consistent interpretation. Manages all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report) ensuring optimal faculty support.
• Grants & Contracts: Supervises professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance. Responsible for pre- & post-award administration; may be completed by research administrators. Builds relationships with Principal Investigators (PIs) & NU research associated offices. Transfers knowledge & advises on research policy & procedure. Supervises payroll administration for research appointments.
• Human Resources: Recommends organizational structures to align 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: 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. Oversees 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: 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: Manages & implements strategic plans. Reviews plans, meets with leadership & key faculty & staff. Provides advice & counsel & recommends changes & improvements to functional operations to better meet organizational needs & objectives.
• 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.
• Supervises: Supervises 1-2 staff.
• Performs other duties as assigned.

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.
• 2 years program/project administration or other relevant experience.

Skills

• Strong interpersonal, communication, organizational, and customer service skills.
• Strong computer skills, especially with word processing, and spreadsheets.
• Ability to troubleshoot, problem-solve, multitask, and prioritize work assignments.
• Ability to work with limited supervision, project a professional demeanor and attention to detail.

Preferred Qualifications

• Bachelor degree in education, business or social sciences or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Experience in an academic institution with medical education.
• Experience with credentialing or compliance.
• Experience with online learning management systems.
• Experience with LCME and/or ACGME accreditation processes.

Preferred Skills

• Commitment to supporting student success and faculty engagement.
• Successfully function independently as well as in a team-oriented environment.
• Demonstrated self-starter mentality and strengths in initiative, prioritization of assignments, and meeting deadlines.
• Astute problem-solver.
• Excellent computer skills, including MS Office Suite.

Pay

Target hiring range for this position will be between $56,780 - $73,200 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.

Benefits

Northwestern offers comprehensive benefits including 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. Flexible work arrangements are supported where possible, along with programs to help locate and pay for quality, affordable childcare and senior/adult care.