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.
This position supports the senior associate dean, associate deans, and two assistant deans in McCormick Administration. Demonstrates independent thinking to provide front line decisiveness for deans’ offices to achieve effective administration of the McCormick teaching and research mission. Acts with diplomacy and confidentiality. Manages the allocation of fellowships for McC PhD students, manages the school-wide historical tracker for cost-sharing commitments, primary contact with nine academic departments to communicate allocations and Item Type instructions and to ensure SES data integrity, supports MGLC (McCormick Graduate Leadership Council), and manages meetings for the associate deans.
Budget & Financial:
Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Ensures prompt payment of invoices, researching errors/delayed transactions.
Monitors open encumbrances & deficit chart strings.
Level II NU Financials approver.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Manages the allocation of fellowships for McC PhD students including new faculty start-up commitments for student support; Murphy and Cabell fellowships; terminal year fellowships;
Manage the school-wide historical tracker for cost-sharing commitments for sponsored research including related commitment communication and documentation, fund awarded commitments in a timely manner, follow-up on pending commitments, resolving issues, reconcile matching and mandatory cost-share chart strings monthly and pro-active recommendations on enhanced processes.
Collaborate with McCormick Finance team and The Graduate School to ensure efficient methods for making allocations and data tracking in SES, including decisions about Item Type uniform coding.
Primary contact with nine academic departments to communicate allocations and Item Type instructions and to ensure SES data integrity including directing departments to resolve issues.
Responsible for spend down of several endowments used to support PhD student funding, including preparing annual endowment reports to donors and collecting thank you letters from students.
Assist with Catalyst Award communications to faculty and tracking of award dollars usage, including tracking expenses and conducting reconciliation of individual PI chart strings and Catalyst donor chart string.
Communications & Outreach:
Manages website, assuring updates are made in a timely manner.
Plans special events throughout the year, assuring all logistics are complete.
Serves as a member of the leadership team for Commencement activities, supporting logistics and coordination for MS and PhD students participating in winter and spring commencement. Identifies eligible graduate students and communicates with students. Serves as lead project manager and communicator for student-facing aspects of commencement preparation including ordering and providing regalia, ticketing for MS Recognition Ceremony, volunteers coordination, distribution of Graduate Reader Cards and event logistics.
Supports McCormick Marketing with event day set up such as ADA guest point of contact, Processional/Recessional coordination, and venue set-up/breakdown.
Identifies PhD students eligible for business cards, works with vendor to set up website for ordering, communicates with students, trouble shoots, distributes received orders, tracks and pays invoice.
Determine date for New Graduate Student Luncheon and plan event through McCormick Marketing and manage special invitations.
Supports Assistant Dean with monitoring RCR program participation and compliance.
For graduate students: Oversees departmental annual recruitment & selection process & related data entry; advises students; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.) & organizes new student week.
Manages graduate student funding quarterly.
Tracks data entry of grades into CAESAR, assuring faculty complete process by deadline.
Resolves student issues.
For specific 500 level course, collect and record grades, schedule instructors, set up course in SES and myHR Learn, ensure room assignment, approve postdoctoral fellow enrollment, and handle academic issues with instructors.
Administer Crown Internship includes review and process applications, assign permission numbers, notification to departments of approved enrollments, collection of evaluations from internship supervisors, record grades and advise students.
Primary administrative contact for McCormick Graduate Leadership Council (MGLC) to place orders and coordinate events, including room reservations.
Receive and handle admissions inquiries via telephone and email. Provide back-up support for departments by verifying test scores (call ETS and verify online with IELTS)
Performs other duties as assigned in support of the McCormick associate and assistant deans and McCormick Administration operations.
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.)
Demonstrated decision-making skills.
Proven ability to prepare data-based information, create tracking databases and analyze and interpret data.
Ability to complete accurate, timely plans, presentations, and budgets and to analyze those prepared by others.
Adept at project management. Ability to work under pressure, prioritize and meet deadlines.
Experience coordinating large- and small-scale events
Ability to work independently and yet be an accomplished team player.
Proven written and verbal communication, interpersonal and diplomatic skills.
Interest in the business of higher education and research.
Pro-active, energetic, innovative
Fluent in Word, Excel, and Power Point.
Previous experience in higher education environment.
Previous experience with graduate level programs and/or sponsored research
Preferred Competencies: (Skills, knowledge, and abilities)
Working knowledge of People Soft.
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: 40562
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.