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.
The Business Administrator (BA) is part of the McCormick School of Engineering’s Customer Service Center with primary responsibility as “BA on Assignment” by request to support McCormick (McC) departments/programs during vacancies and/or high workload. In addition, the BA leads school-wide initiatives to provide additional operational support to departments/programs, such as on-boarding and training programs including offerings of the McC Training Hub. This position requires administrative management and staff supervisory experience, tact, flexibility, and comfort with a fast-paced and changing/evolving work environment.
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.
Works on special assignment as the “BA on Assignment” assigned to specific McC department/program/institute during vacancies or peak workloads. Assignment may range from short-term project management to longer infrastructure management. While on assignment, manages day-to-day operations of the office, in areas of financial management, human resources management, faculty support, compliance and strategic guidance as listed below. Uses judgment and expertise of policies and best practices to execute daily work activities and make decisions. Offers expert guidance, resolves problems, and provides seamless administrative support including paperwork processing, task directing or handling, policy information.
Budget & Financial:
Level II NU Financials approver.
Responsible for monitoring the budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues in line with the fiscal year budget plan.
Directly responsible for managing and overseeing department staff regarding the preparation and entry of payroll, purchasing, travel & entertainment (T&E) transactions.
Communications & Training:
Manages website, assuring updates are made in a timely manner.
May plan events while on assignment, assuring all logistics are complete.
Facilitates McCormick staff on-boarding and influences/orchestrates training workshops and materials offered through the McC Training Hub. Generates ideas and make recommendations for program development and enhancement. Manages relations with McC IT to store training documents in the cloud/on-line. Develops written and on-line interactive communications avenues with customers; this includes training manuals, training videos, websites, and flowcharts. May act as a Trainer and/or mentor to new staff.
Links the school training efforts with that of HR Learning and Development for efficient, optimal outcomes.
Collaborates with University HR on development of Learning Management System.
Provides support for preparation of Promotion & Tenure cases.
Supports department chair and faculty when providing coverage in absence of department administrator
Grants & Contracts:
Administers departmental federal grant post-award activities with basic understanding of cost principals.
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
May coordinate 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 Office of Human Resources.
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.
Maintain solid working relationships with other departments, McCormick Administration, other NU schools, NU accounting and budgeting departments such as Payroll, Purchasing, Accounts Payable, University Services, TGS and others, and with external contacts and vendors.
Reports on customer satisfaction. Makes observations across departments to identify consistency, identify best practices and recommends action plans to McCormick Administration to improve administrative operations and align staffing structures and department services to relieve faculty of administrative tasks and offload redundant tasking from department staff, and form a nimble, flexible administrative organization.
Foster success and continuous enhancement of the McCormick (McC) Operational Dexterity initiative, as offered by the McC Customer Service Center for McC departments, programs, centers, and offices.
When on assignment may support departmental graduate student applications and admission work
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.
2 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Administrative management experience in an office setting.
Proven Project management and time management skills
Excellent written and verbal communication
Maturity, tact, diplomacy, professionalism. Ability to keep confidences.
Superior analytic and accounting skills. Strong attention to detail and follow-up.
Previous administrative experience in higher education.
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: 40563
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.