The Division Administrator (DA) is the senior administrative position in a division within the Feinberg School of Medicine (FSM) & provides thought leadership to develop strategic administrative initiatives that meet the mission of the business area. Oversees 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 business area on internal & external business affairs & is viewed as an expert resource regarding business area administrative affairs.
This position supports the Division of Endocrinology.
Areas of Responsibility:
Management of at least 6 of the following:
Budget & Financial
Communications & Outreach
Facilities & Safety
Grants & Contracts
EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures, sometimes without clear precedents, & a considerable degree of innovation, analysis & reasoning to independently plan & prioritize work that is almost all project oriented
Involves many extremely difficult problems &/or decisions.
EE recommends changes to policy to better meet objectives.
Budget & Financial:
Plans & manages complex budget(s) to fund strategic mission including financial sustainability & enhancement models.
Serves as primary contact with NU Controller & Budget Office.
Plans & implements annual budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Manages budgets for large volume of research grants.
Prepares faculty salary recovery & summer salary.
Creates & monitors recharge centers.
Delegates payroll, purchasing, travel & entertainment (T&E) transactions & serves as Level II NU Financials approver.
Approves funds reallocation within budget as necessary & appropriate.
Responsible to stop an expense that is inappropriate or against deficit chart string.
Knowledgeable in NU Financials, Cognos & FASIS; oversees staff training in same.
Negotiates with vendors for purchases & leases.
Plans & manages Practice administrative functions; operationalizes goals & objectives; ensures that staffing is appropriate to support patient care, patient flow, & customer service; creates associated practices & procedures & metrics to measure success at the faculty member, division & department levels; analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
Oversees implementation of Foundation’s mission, values and “Ideal Patient Experience” guidelines, policies & procedures, clinical & service standards & Billing Compliance Program.
Oversees & ensures that day-to-day operations are appropriately managed and that they are efficient and effective.
Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
Identifies and acquires appropriate space for the department to develop and expand clinical operations.
Communications & Outreach:
Working closely with the Office of Alumni Relations, actively pursues opportunities for alumni contact & solicitation.
Delegates or completes maintenance of alumni lists or database; production, edit &/or distribution of newsletter; &/or management of website, & special events.
Facilities & Safety:
Manages office, lab & common areas to ensure strategic use of available space & routine maintenance.
Determines & assigns space allocation.
Oversees construction projects in coordination with Facilities Management.
Negotiates leases for space.
Oversees/completes annual SIMS survey following NU protocol.
Develops safety plan & ensures communication & compliance.
Monitors facilities condition & responds to Risk Management reports.
Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Provides strategic recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
Reviews policies, recommends changes, implements new & ensures consistent interpretation.
Participates in creation & implementation of FASIS.
Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report) ensuring optimal faculty support.
Grants & Contracts:
Manages professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
Responsible for pre- & post-award administration completed by research administrators.
Builds relationships with Principal Investigators (PIs) & NU research associated offices; transfers knowledge & advises on research policy & procedure.
Oversees payroll for research appointments.
Ensures on-going training of support staff & PIs for optimal operations & compliance.
Determines & implements organizational structures to align with strategic mission.
Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
Acts as liaison to IT management to ensure technology systems are available to meet objectives of strategic plan.
Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.
Issues work order requests directly or through support staff.
Participates in developing IT strategy to meet the mission & needs of the organization.
Directs activities of a small technology staff.
Oversees development & implementation of processes & procedures for all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
Oversees creation &/or implementation of associated training.
Creates, implements, & manages, in conjunction with leadership, strategic plans to best utilize revenue for key faculty recruitments, program development, research expansion, space planning. etc.
Evaluates & prepares plans to maximize opportunities & minimize threats.
For undergraduate students: Organizes new student week & orientation to department. Prepares academic year course schedule; monitors course registration & enrollments.
Resolves student issues.
Acts as primary contact with School or student organizations.
Supervises 2 or more staff &/or provide work direction to others.
Provides direction to or coordinate administrative effort of staff within or outside of immediate dept or division.
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 in a major such as business, accounting or related; OR appropriate combination of education and experience.
8 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Action oriented - Willing or likely to take practical action to deal with a problem or situation.
Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Meets deadlines - Displays consistency and success in adhering to deadlines.
Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.
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: 37770
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.