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Project Coordinator Senior

Job Summary:

Provides direct support to institute Director, Dr. Brian Mustanski, to enhance operational excellence of a program/project and the institute. Supports administrative operations for Dr. Mustanski’s role as Institute and Center Director and works in collaboration with other administrative team members at institute and center. Ensures the effective, compliant, & efficient daily management of 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 or the institute on internal & external administrative affairs.

Director Support (75%): The Northwestern University Institute for Sexual and Gender Minority Health and Wellbeing (ISGMH) is a university-wide institute in the Feinberg School of Medicine at Northwestern University 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.

Program Support (25%): 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. Mustanski, with Dr. Richard D’Aquila as co-Director.

Specific Responsibilities:


  • Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
  • Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
  • 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

  • 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.


  • Collaborates with internal/external partners to implement changes designed to improve/increase program/project goals/objectives.


  • 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.

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
  • Develops strategy for program/project growth and expansion.

Regulatory Compliance

  • Manages development & implementation of processes & procedures for all safety, security & compliance programs.

Strategic Planning

  • Reviews plans, meets with leadership & key faculty & staff.

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 LGBTQ community.
  • Experience working in public health, psychology, and/or medical research.
  • Manuscript writing and publication experience.

Preferred Competencies: (Skills, knowledge, and abilities)

  • Ability to work in a team environment and diversity personalities.
  • 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.
  • Ability to manage multiple priorities and time manage.


At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 to learn more.

To Apply: To apply for this position, navigate to, search for job ID 46624, and click Apply for Job.

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.

Northwestern requires all staff and faculty to be vaccinated against COVID-19, subject to limited exceptions. For more information, please visit our COVID-19 and Campus Updates website.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.