Project Coordinator (4 year term)

Department: CSB - Ctr for Syn Bio

Salary/Grade: EXS/5

Job Summary:

Provides management for an education, research &/or operations program/project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.

The program/project is summarized below.

The AI-Driven, Rapid, Experimental Automation Machine (DREAM) Cloud Lab for Protein Engineering aims to be a national user facility that will accelerate the engineering of proteins for a range of important biotechnology applications spanning manufacturing, materials, medicine, waste recycling, agriculture, food, mining and more. Through creating and operating an automated cell-free protein synthesis and characterization wet-lab, connected through an AI-directed protein design-build-test-learn framework, DREAM will enable users from across the U.S. to engineer custom proteins in rapid, automated, accessible and reliable steps instead of the months to years required with current practices. DREAM will be housed in the Northwestern Center for Synthetic Biology (NU CSB), a world-renowned center for engineering impactful biotechnologies.

DREAM is seeking a Project Coordinator who will support day-to-day operations, working closely with the Operations Director and the Node Director, Professor Julius Lucks, to ensure efficient execution across technical and administrative activities. This role will focus on coordination, logistics, and program support (e.g., helping track deliverables, manage communications, and support operations across wet lab, automation, and data science teams). The position is well-suited for a highly organized individual who thrives in a fast-paced, interdisciplinary environment and can manage multiple priorities with strong attention to detail.

Key Responsibilities:

• Support daily program operations under the direction of the Operations Director
• Maintain shared resources, including spreadsheets, reports, and tracking systems
• Assist with coordination across wet lab, automation, and computational teams
• Assist with tracking budgets, reconciling expenses, and financial reporting
• Process purchasing and ordering (including iBuyNU or equivalent systems)
• Support preparation of grant reports and documentation
• Coordinate logistics for meetings, workshops, and seminars
• Manage schedules, agendas, and follow-up materials
• Assist with website updates and program communications
• Provide responsive, professional customer service to internal and external stakeholders
• Support onboarding, scheduling, and administrative needs of research staff
• Maintain organized documentation and shared systems

This is a termed position ending 7/31/2030, with an opportunity for renewal based on performance and available funding.

Specific Responsibilities:

Administration

• 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.

Budgets & Financial

• Participates in budget preparation.
• Maintains budget & associated analysis & reports.
• Enters individual &/or summary of transactions into journals &/or general ledger or other NU enterprise system.
• Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions.
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates.

Communication, Outreach & Recruitment

• Creates state-of-the-art website.
• Incorporates social media and networking into program/project aspects as appropriate.
• Strengthens partnerships with external resources by defining, promoting and marketing benefits of participation and involvement to the organization.
• Creates and nurtures relationships with organizations to develop a network of enthusiastic organizations engaged via active participation in the success of program/project.

Evaluation

• 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 surveys, review documents, public information documents, etc.
• Analyzes evaluation data from instructors, students, participants, etc. to assist in program/project development and updates.

Events

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

Program Development

• Manages program/project curriculum, seminars, presentations, workshops, learning experiences, chat rooms, websites, social networking, etc. based on goals/objectives.
• Reviews programs/projects to increase efficiencies to support growth.
• Manages speaker selection, communication, and topic development.

Regulatory Compliance

• Prepares documentation as required.

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 bachelors 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.)

• Strong organization skills
• Proficiency with Microsoft Office (Outlook, Excel, Word)
• Spreadsheet management
• Strong attention to detail

Preferred Qualifications: (Education and experience)

• 2 or more years of experience in program coordination, administration, or research support

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with institutional systems (iBuyNU, SharePoint, Teams, Cognos)

Target hiring range for this position will be between $56,000-$64,000 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

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.

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