Program Coordinator

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target hiring range for this position will be between $53,000 to $57,000 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

Job Summary:

Reporting to the Associate Director of Talent Management, this role provides high-level administrative and operational support for Talent Acquisition initiatives, ensuring efficient execution of recruitment activities and related processes. Serves as a trusted coordinator for executive-level searches, managing complex scheduling logistics, balancing multiple stakeholder calendars, and facilitating a seamless, high-touch interview experience for candidates and teams.

Acts as a central point of coordination for recruitment operations, overseeing administrative workflows, monitoring key milestones, and ensuring timely completion of deliverables. Maintains recruitment documentation, process guides, training materials, and resources for hiring managers and Recruitment Excellence Partners (REPs), promoting consistency and operational excellence across hiring practices.

Administers and tracks recruitment-related surveys, including exit and search feedback assessments, compiling results and preparing reports to support continuous process improvement and informed decision-making. Maintains and updates recruitment systems, tools, and career site content to ensure accuracy, consistency, and alignment with organizational priorities. Supports special projects and initiatives within Talent Management by coordinating logistics, managing communications, and ensuring operational readiness across stakeholders.

Please note: The target budgeted salary for this position is $53,000 to $57,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

For full consideration, please apply by August 20.

Specific Responsibilities:

Administration

• Manages full recruitment cycle scheduling and process for open positions.
• Schedules for executive team/talent management meetings.
• Manages talent management administration projects to its fullest completion.
• Ensures that program/project mission, values, guidelines, policies & procedures are implemented & maintained.
• Manages design and development of program databases; compiles & analyzes data; prepares reports.
• Reviews processes and recommends changes to incorporate state-of-the-art technology as appropriate into administrative, recruitment, marketing, and educational components.
• Identifies service improvement opportunities that will better enable program/project to achieve its goals and objectives.

Communication

• Develops coordinated, consistent marketing and brand messages.
• Works with hiring managers, candidates, and recruiter to move work forward and confirm interviews.
• Updates and manages the Giving Site while making site recommendations for candidate experience.
• Survey Analysis
• Observes program sessions and interacts with participants for purpose of gaining consumer insight, growing and strengthening program knowledge, and optimizing client satisfaction.
• Coordinates the collection, analysis & reporting of required information for exit and recruitment process completion surveys.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.
• Maintains excellent working relationship with Office of Human Resources.

Miscellaneous

Perform 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.
• 1 year program/project administration or other relevant experience.

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

• Executive Communication: Effectively partners with senior leaders to deliver high-level administrative support, ensuring seamless coordination and communication across stakeholders.
• Proactive Support: Anticipates the needs of hiring managers, colleagues, external partners, and executive leaders, taking initiative to address challenges and streamline processes.
• Data Orientation: Leverages data to track trends, measure outcomes, and inform continuous improvement in talent acquisition programs.
• Attention to detail: Demonstrates strong organizational skills and meticulous attention to detail to manage multiple priorities with accuracy and efficiency.

Preferred Qualifications: (Education and experience)

• Knowledge of Microsoft Office Suite or relevant experience
• Demonstrates advanced knowledge of coordinating complex, high-volume calendars, ensuring efficient scheduling across multiple stakeholders and priorities.

Preferred Competencies: (Skills, knowledge, and abilities)

• Confidentiality and Discretion: Maintains the highest level of discretion and professionalism when handling sensitive information, executive communications
• Web Content & Design: Demonstrates experience in developing, updating, and executing web content.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include 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. For a comprehensive overview of available benefits, including eligibility details, 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.