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.
Responsibilities
- Leading the biennial capital equipment inventory for all University schools and units
- Coordinating with department representatives to affix property tags to capital equipment
- Overseeing asset record updates in the NUFinancials system
- Providing inventory control reports as required
- Guiding department representatives on University policy and procedures for capital equipment inventory monitoring, including delivering equipment inventory presentations
- Resolving compliance issues related to the equipment inventory, and alerting supervisor to potential higher risk issues
- Support Accounting Services for Research and Sponsored Projects (ASRSP) with sponsored equipment-related requests
- Facilitating audit requests to physically observe capital equipment with departments and external auditors
- Maintaining and recommending improvements to the Capital Equipment website and equipment resources
- Supporting other initiatives as needed for the Accounting Manager, including identifying and implementing continuous improvements
- Provides specialized, complex and confidential support to the Provost and manages office operations
- Receives and reviews incoming requests and prioritizes them according to significance and urgency
- Effectively handles highly sensitive, and often highly confidential, information using tact, diplomacy, and exemplary judgment
- Coordinates communications, independently creates correspondence, agendas, minutes, etc., and follows up on behalf of the Provost
- Works collaboratively with other administrators and support staff throughout the University
- Builds and maintains professional, efficient, and knowledgeable interactions with both internal and external constituencies
- Maintains the physical official space and serves as the initial point of contact for guests creating a welcoming and hospitable environment
- Applies 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 time
- Manages complex scheduling arrangements involving multiple parties, conference calls, international travel, etc
- Ensures that the Provost is prepared with meeting materials and presentations, pertinent information and/or data, and travel itineraries
- Coordinates 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 needs
- Coordinates complex travel arrangements as necessary
- Partners with Provost Office staff in budget development and financial administration for Provost operations
- Prepares expense reports for the Provost
- Ensures 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 transactions
- Manages day to day operations
- Ensures that project mission, values, guidelines, policies & procedures are implemented & maintained
- Compiles & analyzes data; prepares reports
- Reviews processes and recommends changes
- Identifies service improvement opportunities that will better enable project to achieve its goals and objectives
- Enters individual &/or summary of transactions into NU enterprise system
- Troubleshoots problems; performs research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers corrects or escalates
- Observes and interacts with participants for purpose of gaining consumer insight, growing and strengthening knowledge, and optimizing client satisfaction
- Coordinates the collection, analysis & reporting of required information for surveys, review documents
- Analyzes evaluation data etc. to assist in project development and updates
- Implements corrective actions required as a result of indicators
- Manages project presentations, learning experiences, chat rooms, websites based on goals/objectives
- Reviews projects to increase efficiencies to support growth
- Leads project updates and improvements
- Ensures compliance with all necessary organizations
- Prepares documentation as required
- Performs other duties as assigned
Skills
- 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
- Strong customer service and interpersonal skills, as well as verbal and written communication skills are required
- Intermediate proficiency with Excel, Word, and Outlook
- Ability to build and foster positive working relationships with both the University community and external entities as needed
- Strong organizational skills and attention to detail
- Ability to handle concurrent projects with critical deadlines
- Experience tracking property assets from the time of receipt until disposal for an organization
- Experience analyzing inventory data and identifying discrepancies
- Experience preparing and delivering presentations
- Project management certification
- Experience working in an accounting/financial environment
- Analytical ability to reconcile data or physical inventory conflicts
- Strong project management skills
Benefits
- At 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 Overview
Northwestern 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 Sponsorship
Northwestern 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.