Project Coordinator, Project Management and User Services

Job ID: 54812

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

Target hiring range for this position will be between $53,000 - $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:

Project Management and User Services (PMUS) is looking for a Project Coordinator to provide operational support services for a staff team within Alumni Relations and Development (ARD) tasked with sending out email communications and building event registration pages on behalf of alumni club volunteers.

This administrative position is designed for a highly organized person to help manage incoming requests and track them in the appropriate channels. Duties will include monitoring inboxes and ticketing systems for tasks, responding to alumni/client inquiries, keeping interested parties updated with the status of their project requests, assisting with preparing training materials for the email and event communications platform, gathering performance metrics, and performing light data analysis. Additional tasks may include leveraging knowledge of digital marketing best practices to periodically create email campaigns and event registration pages, which should also be aligned with ARD’s content guidelines.

The Project Coordinator of Operations will work independently and as a member of the PMUS team and will coordinate their activities with those of other ARD units. Our department’s teams assist in building relationships and maximizing the University's engagement and fundraising abilities. Successful team members will strive to ensure that all operational functions are completed in compliance with University policy, state and federal laws and regulations.

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

 

 Specific Responsibilities:

Strategic Planning

  • Administers & maintains existing strategic plans.
  • Recommends changes & improvements to operational services strategies to better meet client needs & objectives.

Collaboration

  • Involves high level of collaboration with internal department partners and low level of collaboration with University partners in implementing and expanding existing relationships to accomplish strategic goals.
  • Please bullet examples of key partnerships and work involved below:
  • Calendaring upcoming communications in partnership with the Marketing and Communications Team
  • Responding to inquiries from Northwestern Alumni Association (NAA) staff members and alumni volunteers to report on project status

 

Evaluation

  • Reviews operational services and interacts with clients for purpose of gaining insight, growing and strengthening service, and optimizing client satisfaction.
  • Coordinates the collection, analysis & reporting of required information for surveys, review documents, public information documents, etc.
  • Analyzes evaluation data from clients, donors, etc. to assist in operational service project development and updates.
  • Implements corrective actions required as a result of surveys or other indicators.

 

Administration

  • Completes day-to-day oversight, maintenance, continuity and consistency of business processes related operational services.
  • Implements ongoing operational services data integrity initiatives including participating in review, testing and quality assurance of processes, software, hardware, etc.
  • Compiles & analyzes data; prepares reports; shares results and recommendations with clients.
  • Reviews processes and systems and recommends changes to incorporate state-of-the-art processes and technology as appropriate into operational services; streamlining the delivery and/or accessibility of information.
  • Identifies service improvement opportunities that will better enable operational services to achieve its goals and objectives.
  • Creates and maintains documentation, procedures, standards, and policies related to operational services.

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 operations, administration, development or the equivalent experience is required.

 
MINIMUM COMPETENCIES (Skills, knowledge, and abilities)

  • Customer Service Focus – Builds positive relationships and provides responsive support to stakeholders.
  • Problem Solving – Identifies challenges and implements practical solutions to keep projects on track.
  • Organization & Attention to Detail – Manages multiple tasks accurately while ensuring quality and consistency.
  • Initiative – Takes ownership, anticipates needs, and follows through with minimal direction.
  • Adaptability – Thrives in a fast-paced environment and effectively adjusts to changing priorities.

 

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://hr.northwestern.edu/benefits/ 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://hr.northwestern.edu/well-being/ 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://hr.northwestern.edu/talent-development/ 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.

 

Questions?

For consideration, current employees must submit an online application. For specific questions about this position, current employees may contact Gina Santucci at gina.santucci@northwestern.edu. External candidates should be directed to apply via Northwestern’s career site at careers.northwestern.edu

 

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