Reporting to a senior administrative position, the Associate Administrator 3 provides leadership in reviewing & recommending management policies & procedures designed to enhance research, education, and/or clinical operations. Ensures the effective, compliant, & efficient implementation and management of all operations, finance, reporting & research functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.
Tactical implementation of at least 6 of the following:
Budget & Financial
Communications & Outreach
Facilities & Safety
Budget & Financial:
Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
Participates in determination of budget including fiscal resource allocation of
Appropriated, discretionary, endowment &/or gift revenues.
Prepares faculty salary recovery & summer salary.
Level II approver in NUFS.
Negotiates with vendors for purchases & leases.
Communication & Outreach:
Working closely with the Office of Alumni Relations, may actively pursue 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:
Oversees area facilities conditions & directs requests to Facilities Management using FAMIS.
Oversees key database & security.
Oversees staff &/or faculty space assignments including appropriate FM refresh/renovation & furniture purchase.
Oversees set up of furniture, data, phone lines, &/or renovations.
Brings requests for building & space improvements to attention of management.
Oversees completion of annual SIMS survey following NU protocol.
Manages the development & communication of department safety plan.
Participates in communication of area safety plan.
Manages administration of faculty recruitment including ads, candidate communication, interview & visit, FASIS paperwork & orientation.
Oversees the preparation of Promotion & Tenure cases.
Provides support for preparation of Promotion & Tenure cases.
Manages the faculty budget, payroll and other faculty records.
Manages faculty policies and procedures, vacation and meeting time records.
Oversees HRIS appointment paperwork.
Oversees visa application processes when necessary.
Manages on-boarding and orientation of new faculty.
Manages department communications related to faculty affairs.
Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
Implements department strategy regarding structure, process, & staff support of students in compliance with NU policy.
Supervises medical student, residency, and fellowship education coordinators.
For graduate students: Oversees annual recruitment & selection process & related data entry; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.) & organizes new student week.
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.
5 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with patients, physicians, management, staff and other customers.
Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking, flexibility and creativity when resolving customer issues.
Ability to apply critical thinking, communication, influence, and flexibility to make optimal decisions based on multiple variables and desired outcomes.
Ability to effectively handle challenging situations.
Internal Number: 38763
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.