Reporting to a senior administrative position, administers operational, financial, & business functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.
Budget & Financial:
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chartstrings using NU protocol.
Ensures prompt payment of invoices, researching errors/delayed transactions. Monitors open encumbrances & deficit chartstrings.
Level I NU Financials approver.
Facilities & Safety:
Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
Maintains key database & security.
Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase.
Coordinates set up of furniture, data & phone lines.
Brings requests for building & space improvements to attention of management.
Completes appropriate section of annual SIMS survey following NU protocol.
Participates in communication of area safety plan.
Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Provides support for preparation of Promotion & Tenure cases.
Initiates HRIS appointment paperwork.
Grants & Contracts:
May ensure compliance with research safety regulations, interact with faculty, staff &/or funders to build relationships, transfer knowledge, &/or advise on research policies & procedures.
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
In consultation with management, may administer HR solutions.
Maintains excellent working relationship with NU Office of Human Resources.
Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
Issues work order requests for maintenance, repairs & upgrades.
Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
Develops innovative methods to assist faculty & staff with adherence to compliance programs.
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 bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Preferred Qualifications:(Education and experience)
MBA, or post-undergraduate degree.
Past experience with an academic medical environment or higher education.
Familiarity with HR regulations.
Experience with university financial practices and basic grant administration principles.
Understanding of employment regulations and visa practices.
Preferred Competencies: (Skills, knowledge, and abilities)
Strong attention to detail.
Must have a positive disposition and desire to see problems through completion with minimal supervision.
Ability to see big picture, as well as identify tangible steps, to implement changes.
Clear communication skills and ability to communicate to different audiences while bringing simplicity to the complex.
Ability to summarize problems, develop solutions that adhere to school, university, hospital, state and federal guidelines and implement solutions.
Ability to think creatively to resolve problems.
Ability to prioritize.
Ability to work with a broad range of constituencies and direct action to superiors, including senior administrators, faculty, fellows and residents.
Ability to work efficiently and with multiple tasks with various deadlines.
Ability to take initiative for projects.
Ability to work with confidential information and maintain confidentiality.
Ability to ask for help when needed as well as set parameters/boundaries for department colleagues.
The department highly values dependability, confidence, initiative and responsibility. These need to be demonstrated in work product, affect and communication.
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35635
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.