Senior Project Coordinator

Job Summary: Senior Project Coordinator provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success.  Ensures the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area’s mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.  Represents program/project on internal & external administrative affairs by recommending alternatives & suggestions.

Program Description: ISGMH is a university-wide institute dedicated to fostering research that improves the health and wellbeing of the sexual and gender minority communities. It currently has multiple NIH- and foundation-funded studies and actively collaborates with community-based organizations to conduct research and translate findings into interventions. It is directed by Dr. Brian Mustanski. The position is based in the Department of Medical Social Sciences in the Feinberg School of Medicine at Northwestern University.

Project Description: The Sexual Minority Adolescent Risk Taking (SMART) Project is an eHealth intervention that is tailored to the specific needs of AMSM living in the United States. The SMART Project will deliver both contextually and culturally relevant information and skills to adolescent men who have sex with men, in hopes of minimizing sexual risk. The SMART Project adopts a stepped-down approach, wherein it is recognized that different people respond differently to interventions.

Program Description: The Third Coast Center for AIDS Research (CFAR) is a citywide collaboration between Northwestern University, the University of Chicago, the Chicago Department of Public Health, and multiple community organizations. Its mission is to catalyze cross-institutional and cross-disciplinary research collaborations with a broad scope and major impact on the HIV epidemic in Chicago and beyond. The CFAR’s administrative and programmatic activities are housed within the Northwestern University Feinberg School of Medicine under the direction of Dr. Richard D’Aquila.

Project Description:  The Third Coast CFAR’s community engagement program enhances the work of all CFAR cores and committees. Activities include recruitment for the CFAR participant registry, pre-screening for core users’ studies, representing the CFAR at community and university events and forums, designing outreach strategies, and advertising core services across institutions,.

Specific Responsibilities:


  • Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective
  • Develops, maintains & reports on quantitative and qualitative performance measures
  • Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties
  • Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT
  • Prepares reports for investigators and sponsors on recruitment status and other pertinent study data
  • Writes portions of grant applications & co-author scientific papers
  • Completes documents associated with current local, state, & federal regulatory guidelines, requirements, laws & research protocols
  • Serve as liaison for faculty member, including but not limited to: management of faculty schedule and travel, coordinating faculty communications, and other program responsibilities
  • Provides assistance relevant to identifying, hiring and onboarding new employees

Budgets & Financial

  • Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units
  • Creates & oversees finances, budget, associated analysis & reports
  • Creates/enhances internal daily, monthly & annual processes & training

Communication, Outreach & Recruitment

  • Ensures program/project success in regard to revenue & expense goals including recruitment, participation, etc.
  • Identifies opportunities and strategies for short- and long-term growth & expansion
  • Creates & implements program/project brand identity and marketing & advertising strategy
  • Oversees marketing of new and current programs, working with partner institutions & media to ensure marketing plan effectively targets applicants, sponsors, etc
  • Ensures that all advertising and marketing materials accurately represent programs


  • Manages development and maintenance of evaluation processes including associated metrics and key performance indicators
  • Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project
  • Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives


  • Manages programming, educational, student, alumni, workshops, meetings, etc. including speakers, agendas, etc.
  • Manages planning and arrangement of meetings, workshops, events, etc. designed to exchange information, promote research objectives, and to build internal and external relationships within NU
  • Manages event details including communication, venues, presenters, travel arrangements, materials, refreshments and technology are arranged and completed in an appropriate and timely manner

Faculty Support

  • Manages all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, ) ensuring optimal faculty support

Program Development

  • Oversee development and implementation of new program/project initiatives
  • Manages relationships with partners, foundations, etc. and coordinates logistical support
  • Continually assesses and innovates program/project to achieve educational goals
  • Develops strategy for program/project growth and expansion

Regulatory Compliance

  • Manages development & implementation of processes & procedures for all safety, security & compliance programs
  • Manages compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures

Strategic Planning

  • Reviews plans, meets with leadership & key faculty & staff
  • Performs other duties as assigned

Minimum Qualifications:

  • 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 program/project administration or other relevant experience
  • Must complete NU’s IRB CITI training before interacting with any participants & must re-certify every 3 years

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

  • Effective time management skills
  • Efficient and resourceful in problem-solving
  • Demonstrated attention to detail and ability to adhere to instructions/procedures
  • Good communication skills; demonstrated effective spoken and written communication
  • Demonstrated ability to take ownership of the work, possessing initiative, and good follow-through
  • Knowledge of basic computer skills, familiarity with Windows environment

Preferred Qualifications:

  • Experience working with LGBT people and/or youth
  • Experience working in public health, psychology, and/or medical research

Preferred Competencies: (Skills, knowledge, and abilities)

  • Ability to work in a team environment
  • Ability to work with minimum supervision and guidance
  • Ability to receive and benefit from feedback; willingness to expand skill set and improve
  • Flexibility in adapting to new procedures and environments

To Apply: To apply for this position, navigate to and apply for job ID 35391.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.

ISGMH Diversity Statement: ISGMH’s commitment to diversity is critical to our mission of advancing access to excellence in academic programs, world-class research, and health programs. Engagement in discrimination or harassment against any person because of race, color, sex, religion, national origin, ancestry, age, marital status, military service, disability, sexual orientation, and gender identity or expression will not be tolerated. Through its work, ISGMH advances the health and wellbeing of LGBTQ individuals. Staff and trainees should expect to find a diversity of sexual orientations and gender identities among ISGMH staff, trainees, research participants, and in outreach experiences. We highlight the importance of respecting and valuing this aspect of diversity among staff and trainees.