Program Administrator

Department: Kellogg Ctr for Sci & Innov

Salary/Grade: EXS/7

The Kellogg School of Management at Northwestern University is home to the Center for Science of Science and Innovation (CSSI) and the Northwestern Innovation (NI) Institute, two major hubs advancing the fields of innovation research, science and technology policy, and the science of science. Together these institutes support transformative research, global partnerships, and large-scale initiatives, with funding from major federal and philanthropic investments, including a $20M NSF APTO grant and a $25M NI Institute gift.

Reporting to the Director of Operations, the Program Administrator is responsible for interacting with faculty, campus partners, funders, and national and international collaborators and is the subject matter resource on all administrative and operational matters related to CSSI and the NI Institute. Given the rapid expansion of CSSI and the NI Institute, this role provides the opportunity for the new Program Administrator to help shape the operational backbone of two high-profile research hubs.

The Program Administrator role requires strong judgment, diplomacy, creativity, detail orientation and problem‑solving capability, along with a passion for supporting cutting‑edge work in innovation research and the science of science.

• Leads development of program strategic plan for CSSI and the NI Institute translating goals into executable operational plans.
• Oversees & ensures that day‑to‑day operations are appropriately managed, efficient and effective.
• Oversees onboarding and offboarding processes for researchers, staff, and student RAs, ensuring compliance and consistent practices.
• Manages hiring processes for student RAs and work study students.
• 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 & improvement to better ensure attainment of mission.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, catering, etc.
• Oversees documentation of agreements between NU and partner institutions, ensuring that agreements are complete and reviewed by all necessary NU officials.
• Participates in developing IT strategy to meet the mission & needs of program/project.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.

• Ensures that the program/project meets associated revenue & expense goals.
• Develops and implements ideas for improving business processes, and increasing program/project revenues and margins.
• Plans & manages complex budget(s) which fund strategic mission including financial sustainability & enhancement models.
• Plans & implements annual budget process.
• Oversees all daily, monthly & annual financial activities including transactions, analysis, & reporting.
• Approves funds reallocation within budget as necessary & appropriate.

• Identifies and implements short- and long-term strategies and plans to meet program goals.
• Engages in outreach/field relations serving a number of goals, including recruitment, participation, sponsorship, relationship building, etc. to support continued program development & improvement.
• Supports relationship-building efforts with partners, alumni, and external collaborators to strengthen networks and visibility.
• Supports global-facing initiatives, including national and international symposia, prizes, visiting programs, and partner engagement.
• Interacts with internal/external resources & organizations to identify new markets & opportunities.
• Engages internal and external stakeholders—including faculty, funders, collaborators, and university partners—to support institute objectives.

• Oversees comprehensive program of events such as lectures, symposia, speaker series, workshops, conferences, cultural events etc. in collaboration with internal & external resources.
• Oversees planning and execution of high-profile, multi-day events such as…