Provides direction in reviewing & recommending policy & procedure designed to enhance operational excellence of a program/project in order to ensure success. Ensures the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents program/project on internal & external administrative affairs by recommending alternatives & suggestions.
The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal. Project: planned actions with specified beginning & end.)
This position manages department faculty affairs and staff human resource processes coordinating the development and implementation of a strategic plan aligned with institutional guidelines that results in the successful and efficient hire, tenure review, promotions, etc of faculty. This role provides guidance and recommendations in regard to process, practice, policy, etc to increase effectiveness, efficiency, quality, and caliber of candidates and new hires. Additionally, this role provides supervision over parts of the education programs in the department and serves as a mentor to staff in the department, and a manager for various staff engagement projects.
Oversees Education programs, human resources, faculty affairs, staff engagement, and assists in the departmental operations.
EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions. EE administers policy.
Areas of responsibility:
Budget & Financial
Directs and leads development of program/project strategic plan for education programs, human resources, and faculty affairs in department.
Oversees & ensures that day-to-day operations are appropriately managed, efficient and effective.
Develops, maintains & reports on quantitative and qualitative performance measures.
Oversees documentation of agreements between NU and partner organizations, ensuring that agreements are completed, appropriately reviewed, approved, and adhered to by all parties.
Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
Acts as liaison to IT to ensure technology systems are properly installed and maintained.
Participates in developing IT strategy to meet the mission & needs of program/project.
Serves as the departmental NetID coordinator.
Serves as the parking administrator for department and assists NMG faculty with parking procedures through NMG.
Budgets & Financial
Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
Plans & implements annual budget process for department.
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Communication, Outreach & Recruitment
Identifies opportunities and strategies for short- and long-term growth & expansion.
Maintains all departmental listservs. Makes determinations on what listservs faculty and staff should be included on and insures through regular review that designations are appropriate and current.
Manages faculty surveys, includes annual conflict of interest survey and annual volunteer faculty survey. Creates new surveys as required and updates existing surveys to insure compliance with appropriate rules and regulations.
Manages development and maintenance of evaluation processes including associated metrics and key performance indicators.
Reviews & analyzes outcome measurements and recommends changes & enhancements to improve program/project.
Manages recruitment of faculty.
Provides logistical/operational recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
Applies policies, recommends changes, implements new & ensures consistent interpretation.
Manages all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report, ) ensuring optimal faculty support.
Manages and submits the annual faculty hiring plan and creates and enters faculty business plans in Faculty Affairs system
Manages faculty hiring ensuring compliance with applicable rules and regulations using the FRS system. Advises search committees, faculty, and the Chair regarding applicant pool.
Serves as the Liaison when working with NMG HR, the NM Medical Staff Office, or Lurie HR for faculty hires.
Reviews faculty on-boarding and relations practices and processes recommending changes to increase efficiency and effectiveness and ensuring that appropriate information is exchanged in a timely manner.
Provides guidance and counsel to faculty regarding both NU and NMG/NMH benefits.
Manages the faculty promotion process; coordinates the Departmental APT committee, advises promotion candidates about the process ensuring fairness and scrupulous adherence to procedures; advises ad hoc review committees regarding procedures and review process; provides guidance to department throughout the process.
Provides guidance to Chair, Department Administrator, and Associate Department Administrator on the faculty hiring process and serves as the liaison between the department and faculty affairs
Serves as main point-of-contact for all contributing services and volunteer faculty, administering annual faculty survey to over <250 faculty, and reviewing/evaluating each faculty members eligibility to remain in department.
Works with NMG and FSM administration for faculty merit process, faculty life-cycle changes, submits paperwork, and enters changes in myHR.
Administers leave of absences, reviewing eligibility and submitting information to NMG HR and FSM Faculty affairs.
Assists advanced practice providers in the NMG clinics, including advanced practice nurses, social workers, and others in credentialing and updating access as needed.
Recommends organizational structures to align with strategic mission.
Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
Provides guidance on promotion requests for NU staff. Works with hiring manager to determine eligibility for promotions and drafts position descriptions for new roles. Submits promotion requests during annual cycle.
Oversees the Performance Excellence plan for the department
Oversees the merit increase process for staff, faculty, and research staff/faculty, submitting the requested merits and reviewing for accuracy and completion in accordance with policies from FSM Administration.
Works with the International Office as required and provides guidance to department faculty and staff for all visa issues. Submits visa requests for staff, faculty, and trainees in the department, maintain compliance with policies of NU and the International Office.
Evaluates all department volunteer requests to insure compliance with NU policies and procedures related to volunteers.
Initiates HRIS appointment paperwork and reviews for accuracy and completion.
Prepares paperwork and manages hiring of student temps, direct temps, and temp center hires.
Manages and submits requests through PAC and/or HR compensation for all staffing changes, including reappointments, effort changes, and other processes.
Reviews HR associated practices and processes and recommends changes to increase efficiency and effectiveness ensuring that posting, hiring, salary adjustment, termination, etc. activities are completed in accordance with associated rules and regulations and within a timely manner for the entire department.
Serves as kronos superuser, assisting with timekeeping efforts for department, and submitting historical pays as required.
Oversee development and implementation of new program/project initiatives.
Continually assesses and innovates program/project to achieve educational goals.
Develops strategy for program/project growth and expansion.
Manages & implements strategic plans.
Develops innovative methods to assist faculty and staff with adherence to compliance programs.
Reviews plans, meets with leadership & key faculty & staff.
Provides advice & counsel & recommends changes & improvements to functional operations to better meet organizational needs & objectives.
Supervises the Education Coordinator as well as the Program Assistant to the Chair, and the new program assistant (.5FTE) in the department.
Must understand the department’s education mission and goals
Will meet with the staff to track programmatic objectives and to ensure success throughout our educational programs.
Will be responsible for mentoring staff and providing opportunities for the staff to grow in their roles
Assist the Department Administrator and Associate Department Administrator in mentoring other junior staff members, in addition to direct reports.
Performs other duties as assigned.
Performs other duties as assigned.
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.
2 years program/project administration or other relevant experience.
Masters degree in HR or related field
Prior Experience at an academic institution
Prior experience with faculty affairs and human resources.
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: 37634
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.