Reporting to the senior administrative position, this individual is the department leader in research administration. In concert with the Chair, the position requires leadership in proposing, reviewing & implementing all management policies & procedures designed to enhance both clinical and bench research. Overseeing the entire research operation administratively, this individual 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. Represents business area on internal& external administrative affairs by recommending alternatives & suggestions. Participates in grant writing and works directly with the Chair in research recruitments. Leads in the coordination of all research trainees (>20 annually). Oversees all activities related to the NIH-funded Skin Disease Research Center, which includes a department-based administrative core (led by this individual) and 3 lab-based service Cores. Works closely with Chair in organizing the enrichment program for the department. Oversees all activities of the large clinical trials unit. Meets weekly with the Vice Chair, Director of the Clinical Trials Unit and Associate Director of the Clinicals Trials Unit in tracking all clinical research activity (current 150 active IRB-approved trials) and associated finances. Meets weekly with the Director of Research in managing bench research activities. Assists department administrator with management of compensation plan.
Tactical implementation of the following:
Budget & Financial
Communications & Outreach
Facilities & Safety
Grants & Contracts
Budget & Financial:
Owns the process of the development & implementation of annual researchbudget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
Typically involved in the budget management of numerous research grants.
Responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Oversees prompt payment of invoices & related research of errors.
Monitors open encumbrances & deficit chart strings.
Level II approver in NUFS.
Routinely reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Responsible to stop an expense that is inappropriate or against deficit chart string
Communications & Outreach:
Working closely with the Office of Alumni Relations, may actively pursue opportunities for alumni contact & solicitation.
Facilities & Safety:
Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase.
Coordinates set up of furniture, data, phone lines, &/or renovations.
Brings requests for building & space improvements to attention of management.
Completes appropriate section of annual SIMS survey following NU protocol.
Manages the development & communication of department safety plan.
Monitors research lab compliance & respond to Risk Management reports.
Ensures communication with Principal Investigators (PIs) regarding ISISparticipation.
Manages administration of faculty recruitment including ads, candidatecommunication, interview & visit, HRIS paperwork & orientation.
Oversees the preparation of Promotion & Tenure cases.
Interprets & applies policy & procedure.
Oversees colloquium & seminar coordination, faculty travel planning. Ensuresfaculty completion of annual Conflict of Interest Survey.
Works with Department Chair on strategic recruitment of research faculty anddevelopment of department vision.
Supports Department Administrator with faculty compensation plan.
Grants & Contracts:
Oversees &/or completes pre- & post-award research administration.
Utilizes established systems (effort reporting, direct cost charging/SDA, &financial reporting) to ensure compliance with all applicable regulations.
Interacts with Principal Investigators (PIs) I to build relationships, transferknowledge & advise on research policies & procedures.
Oversees payroll for research appointments.
Ensures faculty completion of effort certification.
Provides appropriate training for staff & PIs.
Manages 150+ IRB clinical trials.
Oversees all activities related to the NIH-funded Skin Disease Research Center, which includes a department-based administrative core (led by this individual) and 3 lab-basedservice cores.
Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Posts positions to eRecruit, leads the recruitment & selection process.
Institutes departmental policy & implements school & NU policy.
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 areappropriated from central or internal IT.
Issues work order requests for maintenance, repairs & upgrades.
Manages implementation of all safety, security & compliance programs &ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
Develops innovative methods to assist faculty & staff with adherence to grantor compliance programs.
Manages & implements strategic operation plans.
Reviews plans, meets with leadership & key faculty & staff, & recommendschanges & improvements to administrative operations to better meet organizational needs & objectives.
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. 5 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: 40641
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.