Senior Program Coordinator, Strategy & Academics

Department: Kellogg Strategy & Academics
Salary/Grade: EXS/6

Job Summary:

The Kellogg School of Management at Northwestern University is home to over 25 centers and institutes that are bult on a foundation of multidisciplinary collaboration and led by faculty experts. These programs combine cutting edge research with classroom applications to address today's global business challenges.

Reporting to the Senior Director, Strategy & Academics, the Senior Program Coordinator will assist several programs across the centers and institutes but will be responsible for dedicated support for the Dispute Resolution Research Center (DRRC) and Kellogg Case Publishing departments which develop and distribute business pedagogical materials and offer ongoing education programs and instructional resources.

The Senior Program Coordinator will have a diverse range of essential responsibilities, including financial and administrative operations, customer support, and data management. Key responsibilities include maintaining the financial integrity of transactions and records, addressing and resolving customers' concerns, and managing our teaching materials data and collection.

To excel in this role, it is essential to possess a keen attention to detail, effective communication skills, tech-savviness, proactive problem-solving abilities, the capacity to collaborate with various stakeholders, and a constant drive for learning and improvement.

Specific Responsibilities:

Administration

• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Handles frontline customer inquiries (payment confirmations, receipts, invoice clarifications).
• Provides backup coverage for customer support during absences (vacation, illness).
• Assists in managing customer service requests.
• Gains hands-on exposure to customer service, linking finance to business operations.
• Transmits teaching materials and metadata to third-party distributors (e.g., Harvard Business Impact, The Case Centre, Ivey Publishing, Study.net) on a monthly basis.
• Maintains and updates teaching materials metadata in internal databases, the faculty reporting system, and any other relevant databases.
• Develops, maintains & reports on quantitative and qualitative performance measures.
• Facilitates the Kellogg case usage analysis.
• Facilitates case royalty calculations and communications, collaborating with the Data & Analytics team on distributor sales reports.
• Oversees documentation of agreements between program 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.

Financial Operations

• Oversees accurate, efficient and compliant workflow of financial transactional processes across areas/units.
• Processes financial transactions (payables/receivables, deposits, PCard reconciliations).
• Submits invoices, runs collections reports, and manages collections logistics.
• Ensures accurate processing and record-keeping to support monthly reporting and QuickBooks accuracy.
• Supports faculty reporting and budgeting.
• Coordinates with the Financial Administration service center.
• Processes contracts and reconciles expenses.
• Wire transfers and related transactions.
• 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.

Faculty Support

• Applies policies, recommends changes, implements new & ensures consistent interpretation.
• Manages all aspects of faculty administrative tasks ensuring optimal faculty support.

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.
• 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.

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

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

• Strong attention to detail with a continuous focus on process improvement.
• Proficient to advanced skills in word processing, spreadsheet, email, and database applications.
• Proven ability to professionally manage customer inquiries and requests.

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of NU Financials, Microsoft Suite, Google Tools, and QuickBooks
• Understanding of website design and tools

Target hiring range for this position will be $60,000 - $65,000 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.

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.

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