Program Administrator

5 days ago

Doha, Qatar Northwestern University Full time

**Department**:NUQ Academic Affairs
**Salary/Grade**:EXS/7

Oversees Northwestern Qatar (NU-Q) Academic Affairs student programs. The programs include Journalism Residency, relevant academic travel, and other study abroad program administration, as needed. Provides direction and thought leadership to develop strategic administrative initiatives that meet the mission/objective of the program. Oversees the effective, compliant, and efficient daily management of all operational, financial, and business functions in support of the program and in coordination with offices such as Business & Finance, HR, Student Affairs, Facilities, IT, and Office of the Dean. Represents programs on internal and external business affairs and is viewed as an expert resource regarding program administrative affairs.
- Arrange for Info Session and Pre-departure Preparation Sessions - room bookings, event supplies, and invitations.
- Arrange midterm feedback meetings and/or site visit by the Faculty Adviser(s).
- Confirm supervisor contact information.
- Make travel arrangements for Faculty Adviser(s).
- Handle collection of Student Travel Forms and keep tabs on their Risk Training course.
- Maintain a working document listing all the contact details of all past, current, and possible residency sites.
- Prepare US site information & flight details and share with QSO and the Faculty Adviser(s) for all students going to the US.
- Provide room numbers of the student/s’ accommodation to B&F for Jeanne Clery Act compliance purposes (if NU-Q has arranged for the accommodation).
- Provide Student Records with course enrollment information once all placements have been confirmed.
- Provide visa support letter and program overview letter for HEI-sponsored students.
- Schedule at least two individual meetings between the students and the Program Director.
- Submit Student Travel Application - must include placements, flight quotes and approved budget from the CFO.
- Submit travel request in TACIT.
- Book flight tickets.
- Update program documentation and maintain tracking spreadsheets that helps different departments working together to mark tasks and requirements as they are completed.
- Other tasks as instructed by Academic Affairs, Program Director, Faculty Adviser(s), etc.

**Responsibilities**:
**Administration**:

- Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
- Operationalizes goals & objectives; ensures that resources are created or obtained.
- Manages customer service; creates associated practices & procedures & metrics to measure success.
- Analyzes data & recommends & implements changes & improvements to better ensure the attainment of the mission.
- Manages logistics requirements, including facilities, venue, technology, catering, etc.

**Communication, Outreach & Recruitment**:

- Engages in relations with other departments such as Business & Finance, Student Affairs, QSO, NU International Office, and IT to support continued program/project development & improvement.
- Interacts with internal resources & organizations to identify new markets & opportunities.

**Evaluation**:

- Oversees development & implementation of evaluation processes, quantitative & qualitative measurements that ensure that program/project benchmarks are successfully attained and communicated in a timely and efficient manner.
- Manages evaluation processes; recommends & implements changes for enhancement; monitors effectiveness through follow-up evaluation studies.
- Collaborates with internal/external resources to develop meaningful outcome measurements and methods of program/project evaluation that will lead to enhancement.

**Strategic planning**:

- Responsible for the efficient completion of academic programs. Assesses and evaluates academic programs and then is responsible to implement new strategies to improve efficiency.
- Creates & leads a coordinated program of activities designed to increase program/project objectives.
- Develops & executes strategies to involve internal/external constituents and cultivate new individual, corporate, institutional &/or foundation collaborations.

**Student Support**:

- Manages the reporting and evaluation of student experiences, during and after their participation in student programs.
- Performs other duties as assigned.

**required knowledge, skills, and abilities**:

- 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.
- 4 years program/project administration or other relevant experience.
- Experience in international education
- 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

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