Program Coordinator (Hybrid)

Northwestern University is a prestigious institution seeking a Program Coordinator for its Accounting Services department. The role involves supporting the capital equipment inventory process, maintaining university records, and ensuring compliance with policies and regulations while providing administrative support to the Provost.ResponsibilitiesLeading the biennial capital equipment inventory for all University schools and unitsCoordinating with department representatives to affix property tags to capital equipmentOverseeing asset record updates in the NUFinancials systemProviding inventory control reports as requiredGuiding department representatives on University policy and procedures for capital equipment inventory monitoring, including delivering equipment inventory presentationsResolving compliance issues related to the equipment inventory, and alerting supervisor to potential higher risk issuesSupport Accounting Services for Research and Sponsored Projects (ASRSP) with sponsored equipment-related requestsFacilitating audit requests to physically observe capital equipment with departments and external auditorsMaintaining and recommending improvements to the Capital Equipment website and equipment resourcesSupporting other initiatives as needed for the Accounting Manager, including identifying and implementing continuous improvementsProvides specialized, complex and confidential support to the Provost and manages office operationsReceives and reviews incoming requests and prioritizes them according to significance and urgencyEffectively handles highly sensitive, and often highly confidential, information using tact, diplomacy, and exemplary judgmentCoordinates communications, independently creates correspondence, agendas, minutes, etc., and follows up on behalf of the ProvostWorks collaboratively with other administrators and support staff throughout the UniversityBuilds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituenciesMaintains the physical official space and serves as the initial point of contact for guests creating a welcoming and hospitable environmentApplies a high degree of independent judgment and discretion when managing the Provost’s complex calendar and deciding on priorities to ensure effective use of their timeManages complex scheduling arrangements involving multiple parties, conference calls, international travel, etcEnsures that the Provost is prepared with meeting materials and presentations, pertinent information and/or data, and travel itinerariesCoordinates a variety of meetings and events, which may include managing logistics, distributing meeting materials, taking meeting minutes, managing attendee lists, and coordinating room reservations and/or catering needsCoordinates complex travel arrangements as necessaryPartners with Provost Office staff in budget development and financial administration for Provost operationsPrepares expense reports for the ProvostEnsures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactionsManages day to day operationsEnsures that project mission, values, guidelines, policies & procedures are implemented & maintainedCompiles & analyzes data; prepares reportsReviews processes and recommends changesIdentifies service improvement opportunities that will better enable project to achieve its goals and objectivesEnters individual &/or summary of transactions into NU enterprise systemTroubleshoots problems; performs research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers corrects or escalatesObserves and interacts with participants for purpose of gaining consumer insight, growing and strengthening knowledge, and optimizing client satisfactionCoordinates the collection, analysis & reporting of required information for surveys, review documentsAnalyzes evaluation data etc. to assist in project development and updatesImplements corrective actions required as a result of indicatorsManages project presentations, learning experiences, chat rooms, websites based on goals/objectivesReviews projects to increase efficiencies to support growthLeads project updates and improvementsEnsures compliance with all necessary organizationsPrepares documentation as requiredPerforms other duties as assignedSkillsSuccessful 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 experience1 year program/project administration or other relevant experienceStrong customer service and interpersonal skills, as well as verbal and written communication skills are requiredIntermediate proficiency with Excel, Word, and OutlookAbility to build and foster positive working relationships with both the University community and external entities as neededStrong organizational skills and attention to detailAbility to handle concurrent projects with critical deadlinesExperience tracking property assets from the time of receipt until disposal for an organizationExperience analyzing inventory data and identifying discrepanciesExperience preparing and delivering presentationsProject management certificationExperience working in an accounting/financial environmentAnalytical ability to reconcile data or physical inventory conflictsStrong project management skillsBenefitsAt Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more!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.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.Company OverviewNorthwestern University is a private research and teaching university that offers academic programs across various fields of study. It is a sub-organization of Northwestern Athletics. It was founded in 1851, and is headquartered in Evanston, Illinois, USA, with a workforce of 5001-10000 employees. Its website is https://www.northwestern.edu.Company H1B SponsorshipNorthwestern University has a track record of offering H1B sponsorships, with 325 in 2025, 308 in 2024, 280 in 2023, 282 in 2022, 184 in 2021, 155 in 2020. Please note that this does not guarantee sponsorship for this specific role.



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