Faculty and Affiliate Affairs Coordinator

The Organization

Through clinical services, education, and research, The Family Institute at Northwestern University is one of the nation’s leading relationship-based behavioral health organizations committed to strengthening and healing children and adolescents, couples, families, and individuals. When you join The Family Institute, you are joining a team of over 230 collaborators comprised of clinicians, educators, researchers, therapists-in-training, partners, and administrators across four service sites. We are a strong, independent organization focused on advancing the world of behavioral health. 

The Role

As part of larger Education Operations team, The Faculty and Affiliate Affairs Coordinator manages administrative functions related to faculty and affiliates for two master-level programs, Master of Art in Counseling and Master of Science in Marriage and Family Therapy. This position involves coordinating course staffing, managing affiliate job postings, supporting the onboarding process of faculty, affiliates and supervisors, implementing contracting and documentation processes, and providing ongoing support to faculty and affiliates. This position must work effectively with HR, IT and Finance. The role also includes administrative responsibilities related to surveys, appointments, and event planning to ensure smooth operational support for program faculty and affiliates. This role requires a self-starter with a focus on continuous improvement, striving to enhance workflows and processes that contribute to a smooth operational experience for all faculty and affiliates and ultimately the best experience for our students. This position has a hybrid working arrangement.

Essential Responsibilities

1. Course Staffing and Scheduling

• Maintain and update course scheduling systems, ensuring accurate records of faculty and affiliate roles and responsibilities.
• Coordinate course staffing assignments and ensure clear communication regarding responsibilities.

2. Onboarding Faculty and Affiliates

• Manage job postings for affiliates in Paylocity, ensuring all roles are accurately listed and appropriately maintained. 
• Facilitate the orientation of new faculty and affiliates, including an overview of resources and content in SharePoint.
• Act as the primary point of contact for onboarding inquiries, ensuring a welcoming and organized process.

3. Affiliate Contracting Process

• Oversee the end-to-end contracting process for affiliates, including managing documentation through Paylocity, approval of invoices, and ensuring timely payments.
• Conduct annual reviews of affiliate agreements, including umbrella agreements and statements of work (SOWs), to ensure compliance and accuracy.

4. Faculty and Affiliate Support

• Process textbook orders and manage reimbursement requests, ensuring timely and accurate support for faculty and affiliate needs.
• Provide responsive, ongoing support for faculty and affiliate-related inquiries.
• Connect faculty and affiliates with relevant resources, such as IT support, 2U training, and other services and stakeholders as needed.

5. Faculty and Affiliate Surveys

• Coordinate and distribute quarterly surveys (MQE, PIB, KPDs, etc.) 

6. Faculty Handbooks

• Maintain and update faculty handbooks to ensure they reflect current policies, procedures, and program information. 
• Drive annual review of faculty handbook for each program and ensure publication to allow easy access by all stakeholders. 
• Communicate updates to Academic Administrative Assistant to ensure SharePoint Communication sites are updated appropriately. 

7. Faculty Appointments 

• Gather and submit required documentation for faculty appointments with Northwestern University, facilitating the appointment process.

8. Faculty Retreat Planning

• Work with each Department Chair to organize and manage logistics for annual calendar of faculty retreats (coordinating schedules, materials, and communications for successful planning and execution.)
• Clinical Training support as needed based on demand and capacity.
• Perform other duties as assigned by manager for business necessity.

Knowledge and Skills

• Detail-oriented with strong analytical skills.
• Excellent interpersonal and teamwork abilities.
• Proficient in Microsoft Office Suite.
• Familiarity with academic policies and procedures.
• This role is ideal for a dynamic, proactive individual who enjoys supporting academic programs, is comfortable working cross-departmentally, and is dedicated to improving operational efficiency for faculty and affiliate teams.

Minimum Hiring Specifications

• Bachelor’s degree in a related field.
• Demonstrated experience in academic administration or a similar role. 
• Proficiency with Paylocity and Microsoft SharePoint for administrative tasks. 
• Strong organizational and communication skills with a detail-oriented approach. 
• Ability to manage multiple tasks and priorities effectively.