Program Administrator

Department: MED-NU-CATS Institute
Salary/Grade: EXS/7

The target hiring range for this position will be between will be between $63,079 - $78,000 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.

**Please Note: Cover letters are required for consideration for this role.

Job Summary:

The Northwestern University Clinical and Translational Sciences (NUCATS) Institute is part of the Feinberg School of Medicine. NUCATS' mission is to accelerate innovative and inclusive clinical research discoveries to improve human health for all, and for all communities. Our dynamic team is composed of faculty and staff colleagues with expertise in a wide variety of domains, including: clinical research infrastructure (e.g., regulatory, budget/finance), bioinformatics & data science, biostatistics, community-engaged research, education & career development, team science, etc.

This position - Program Administrator is part of the NUCATS Institute's Center for Education & Career Development. This position will interact with students, faculty, and NUCATS staff members. Strong interpersonal communication skills along with strong writing and organization skills are necessary to being successful in this position.

The Program Administrator, oversees research staff development programs including but not limited to Clinical Research Workforce Excellence (CReWE), Clinical Research Coordinator (CRC) Basic Training, Clinical Research Coordinator (CRC) Mentoring Program, and administration of the Enhancing Quality in the Translational Research Workforce (EQuaTR) Conference. Provides direction and leadership to ensure effective, compliant, & efficient daily management of all operational, financial, & business functions of the program/project. The Program Administrator will also represent NUCATS in a clinical research workforce-focused community of practice. The program/project is summarized below.

* Clinical Research Workforce Excellence (CReWE): monthly series for clinical research staff that promotes professional development and enables the Northwestern community to carry out compliant research practices. CReWE covers a variety of topics, including Good Clinical Practice, emerging trends in clinical research, regulatory compliance and subject recruitment.
* Clinical Research Coordinator Basic Training: Clinical Research Coordinator (CRC) Basic Training: 5-session, scheduled online training program for coordinators that provides practical information to get them "up and running" in the clinic, with many tools and templates to assist with study implementation. The training covers a variety of topics, including informed consent, regulatory, procedures, documents, binders, study initiation and close-out visits, drug compliance/storage/documentation, IRB submissions and HIPAA, adverse events, and FDA audits and monitoring.
* Enhancing Quality in the Translational Research Workforce Conference (EQuaTR): offers the opportunity for clinical research staff to learn from leaders in the field, gaining practical knowledge on current trends and issues in clinical research. The conference is open to professionals in clinical and translational research including clinical research coordinators, research nurses, monitors, project and site managers, investigators, regulatory staff, research assistants and allied health professionals.
* Clinical Research Coordinator (CRC) Mentoring Program: a new cohort-based program, consists of monthly, topic-focused 60-minute group mentoring sessions.

The NUCATS Institute is committed to maintaining a culture that values and prioritizes professional growth and work-life balance and to sustaining a diverse, inclusive, and welcoming environment for all team members.

Principal Accountabilities

Administration

• Directs and leads development of program/project strategic plan.
• Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
• Operationalizes goals & objectives; ensures that resources are created or obtained.
• Manages customer service; creates associated practices & procedures & metrics to measure success.
• Oversees data analysis & recommends & implements changes & improvement to better ensure attainment of mission.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
• Oversees documentation of agreements between NU and partner institutions, ensuring that agreements are complete and reviewed by all necessary NU officials.
• Participates in developing IT strategy to meet the mission & needs of program/project.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.

Budgets & Financial

• Ensures that the program/project meets associated revenue & expense goals.
• Develops and implements ideas for improving business processes, and increasing program/project revenues and margins.
• Plans & manages complex budget(s) which fund strategic mission including financial sustainability & enhancement models.
• Plans & implements annual budget process.
• Oversees all daily, monthly & annual financial activities including transactions, analysis, & reporting.
• Approves funds reallocation within budget as necessary & appropriate.

Communication, Outreach & Recruitment

• Builds and maintains collaborative relationships with internal and external stakeholders to increase program profile, reputation, visibility and support.
• Creates plan to drive awareness of program/project in appropriate markets.
• Partners with academia and organizations to continue to innovate & enhance program/project.
• Actively obtains market intelligence by monitoring program/project peers/competitors and sharing information with appropriate groups.
• Builds relationships with appropriate communities & organizations that will result in program/project enhancement.
• Oversees marketing of new and current programs/projects.

Evaluation

• Oversees development & implementation of evaluation processes, quantitative & qualitative measurements that ensure that program/project benchmarks are successfully attained and communicated in a timely and efficient manner.
• Manages evaluation processes; recommends & implements changes for enhancement; monitors effectiveness through follow-up evaluation studies.
• Assesses programming and recommends changes that will innovate and invigorate program including cutting edge developments in the field and changes to better meet external partners' needs in order to achieve goals.

Events

• Develops, plans & implements strategies, goals & approach for programs & events.
• Oversees creation of events designed to implement program/project objectives.
• Collaborates with internal/external partners to ensure that events are implemented and meet or exceed planned goals.
  

Program Development

• Determines goals, objectives, outcome measurements and metrics, financial feasibility, marketing strategies and collaboration opportunities with other internal and external organizations.
• Oversees the ongoing development and refinement of the program's/project's current and future curriculum and course offerings in consultation with subject matter experts.
• Recruits, hires, and directs instructors/faculty.
• Provides leadership for planning, scheduling, delivering and maintaining program(s)/project(s) to sustain quality instruction in all educational activity.
• Directs actions to consistently high quality standards across all partner programs, including admissions, teaching, grading, service levels, and facilities.

Faculty Support

• Oversees recruitment of faculty
• Provides strategic recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Reviews policies, recommends changes, implements new & ensures consistent interpretation.
• Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, etc.) ensuring optimal faculty support.

Grants & Contracts

• Consults with & advises Principle Investigators (PI) in identifying & defining problems that can be resolved with scientific research that will help guide study design and methods to accomplish the scientific goals of the program/project.
• Prepares results & co-authors scientific papers for presentation & publication & disseminates information via seminars, lectures, etc.
• Creates data for use in grant submission.
• Develops new proposals for research including obtaining financial support.
• Writes technical reports detailing procedures, outcomes, and observations.

Human Resources

• Determines & implements organizational structures to align with strategic mission.
• Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Manages & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.

Regulatory Compliance

• Oversees development & implementation of processes & procedures for all safety, security & compliance programs.
• Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Oversees creation &/or implementation of associated training.
  

Strategic Planning

• Develops and implements a comprehensive, visionary program/project strategy designed to continually grow and improve programs and build internal/external engagement.
• Provides guidance and support to staff in the creation of program/project components.

Student Support

• Oversees recruitment, application evaluation, interview, selection and notification of students or participants.
• Establishes admissions criteria in accordance with associated NU policy.
• Manages student orientation, registration, student life, graduation, etc.
• Addresses student matters, such as academic probation and other issues escalated from staff.
• Ensures that an advising system is in place 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.
• Creates department strategy for structure, process, & staff support of students.
• Oversees academic year course
  

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.
• 4 years research experience and program/project administration or other relevant experience.

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

• Ability to communicate clearly and effectively by e-mail, verbally, by phone and in person.
• Excellent listening skills and the ability to follow directions and provide feedback.
• Practical project management skills and effective time management.
• Ability to work collaboratively and effectively within and outside of the Northwestern research community.

Preferred Qualifications: (Education and experience)

• Graduate degree in health sciences, business administration, or related field preferred; or appropriate combination of education and experience.
• At least 4 years of research experience, such as experience with: participant recruitment and enrollment, quantitative and/or qualitative data collection, qualitative coding and analyses, coordinating with various members of a study team (e.g., research staff and investigators), maintaining qualitative and/or quantitative e-research data, or assisting with IRB documentation and compliance.
• Certification in clinical research through ACRP, SOCRA, etc.
• Prior working experience in higher education administrative programs.

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience in staff education and training activities.
• Strong verbal and written communication skills for interacting with staff, faculty, and other stakeholders.
• Familiarity with medical terminology and basic concepts in healthcare and clinical research.
• Ability to manage multiple tasks and prioritize effectively.
• Excellent organizational and project management skills.

The target hiring range for this position will be between will be between $63,079 - $78,000 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.

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