About Student Affairs: Student Affairs at Northwestern University envisions building a just, health, and meaningful student learning experiences by pursuing equity, justice, and belonging. This work happens with all of us as people holding multiple identities. Through the frame of collective impact, we strive to center the voices, experiences, and needs of our most marginalized communities. This calls for both individual and collective responsibility and work that supports universally designed solutions that benefit not just individuals, but the full community. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/strategic-themes.html
The Project Coordinator will report to the Assistant Vice President for Inclusion and Chief of Staff (AVP/CoS) and be a part of the staffing for the Office of the Vice President for Student Affairs. This role will bring a social justice and racial equity lens to their administrative responsibilities. This position will provide primary administrative support to the AVP/CoS and will work collaboratively with the Executive Assistant and the Associate Director of Events to manage the workflow and the overall operation of the Office of the Vice President for Student Affairs. The Project Coordinator, Executive Assistant and Associate Director of Events for the Office of the Vice President will support and serve as backups for one another in their roles and responsibilities.
The Project Coordinator will provide support for various divisional initiatives which may include creating letters, reports, charts, graphs, using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's calendar. This role administers operational, financial, and business functions in support of the area/unit's mission and in coordination with central offices such as HR, Budget, Facilities, IT, and Provost. Implements existing policy and ensures the effective, compliant, and efficient completion of daily administrative operations. May represent business area on internal and/or external administrative affairs by exchanging information. This role will serve as a liaison to Student Affairs Marketing (SAM), and Student Affairs Administration and Finance (SAAF) and assist in managing the workflow from the Office of the Vice President to SAM and SAAF. This role requires excellent communication skills to collaborate with students, families, staff, and faculty members regarding initiatives and programs. This work of the Project Coordinator will contribute to the mission of student affairs which is to educate students, engage the community, and enrich the Northwestern experience.
Occasionally (approximately once per month), this role will be expected to work weekends and evenings for certain events.
Workplace Flexibility: This position is eligible to work remotely up to 2 days per week.
Applies a high degree of independent judgment and discretion to manage the AVP’s complex calendar and decide on priorities to ensure effective use of the AVP’s time. Coordinates complex travel arrangements as necessary
Budgets and Financial
Works closely with Student Affairs Administration and Finance
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Ensures prompt payment of invoices, researching errors/delayed transactions.
Monitors open encumbrances & deficit chart strings.
Level I NU Financials approver.
Level II NU Financials approver.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Manages workflow of HR approvals from the Vice President for Student Affairs
Communication and Outreach
Works closely with Student Affairs Marketing
Produces, edits, &/or distributes newsletter.
Manages website, assuring updates are made in a timely manner.
Plans numerous special events throughout the year, ensuring all logistics are complete.
Performs other duties as assigned.
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.
Prior experience as an Executive Assistant
A minimum of 2 years' administrative experience including budgets, general bookkeeping/accounting, preparing slide decks
Familiarity with Northwestern systems (e.g., NU Financials) strongly preferred
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 and 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 requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
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. Click for information on EEO is the Law.
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.