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.)
Areas of responsibility:
Budget & Financial
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.
Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
Issues work order requests for maintenance, repairs & upgrades.
Budgets & Financial
Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
Reviews exceptions forms and reimbursements that require special attention.
Develops fees, charges, recharge rates, etc for services.
Approves funds reallocation within budget as necessary & appropriate.
Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.
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.
Grants & Contracts
Supervises professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
Responsible for pre- & post-award administration; may be completed by research administrators.
Builds relationships with Principal Investigators (PIs) & NU research associated offices
Transfers knowledge & advises on research policy & procedure.
Supervises payroll administration for research appointments.
Recommends organizational structures to align with strategic mission.
Supervises implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Manages recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
Applies HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
Manages recruitment, application evaluation, interview, selection and notification of students or participants.
Implements admissions criteria in accordance with associated NU policy.
Supervises student orientation, registration, student life, graduation, etc.
Supervises student matters, such as academic probation and other issues escalated from staff.
Implements an advising system to support all students, including working directly with prospective and enrolled students on issues ranging from qualifications for enrollment, course and placement planning, as well as career planning.
Implements a department strategy for structure, process, & staff support of students.
Prepares academic year course schedule; monitors course registration & enrollments.
Supervises 1-2 staff.
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.
Minimum Competencies: (Skills, knowledge, and abilities.)
Computer literacy in Microsoft Office Suite (Word, Excel, Powerpoint)
Knowledge of HR and Payroll policies and guidelines
Competency in myHR (PeopleSoft; Kronos)
Ability to multi-task and handle various projects simultaneously
3+ years working with NRSA grants
Experience working with International Office (Visas; H1-B;J-1; F-1, OPT, LPR; PERM)
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: 37786
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.