Department: CSCB - Ctr Sleep Circadian Bio Salary/Grade: EXS/8
The Business Administrator (BA) is the senior administrative position in a department within a school & provides thought leadership in reviewing & recommending policy & procedure designed to enhance operational excellence. 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 business area on internal & external administrative affairs by recommending alternatives & suggestions.
This Business Administrator position will support the Center for Sleep & Circadian Biology (CSCB), an interdisciplinary University Research Center of the Office for Research. CSCB advances basic and translational research on sleep and circadian rhythms and is the administrative home of innovative translational and training grants. This position will be the lead administrative staff member, working closely with the CSCB Directors and the Sr. Director of University Research Institute and Center Administration (URICA).
This is term position with an initial 2-year period from date of hire. Opportunity for renewal will be based on performance and available funding.
Tactical implementation of at least 6 of the following:
Budget & Financial
Communications & Outreach
Facilities & Safety
Grants & Contracts
EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures & a moderate degree of innovation, analysis, & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems &/or decisions.
EE interprets policy.
Budget & Financial:
Serves a primary role in the development & implementation of annual budget 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 chartstrings using NU protocol.
Prepares faculty salary recovery & summer salary.
Oversees prompt payment of invoices & related research of errors.
Monitors open encumbrances & deficit chartstrings.
Level II approver in NUFS.
School level approver in HRIS.
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 chartstring.
Communications & 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:
Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
Manages the development & communication of department safety plan.
Coordinates scheduling of FM activities to prevent interference with experiments.
Oversees the preparation of Promotion & Tenure cases.
Interprets & applies policy & procedure.
Oversees colloquium & seminar coordination, faculty travel planning. Ensures faculty completion of annual Conflict of Interest Survey.
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, transfer knowledge & advise on research policies & procedures.
Oversees payroll for research appointments.
Ensures faculty completion of effort certification.
Provides appropriate training for staff & PIs.
Maintains up-to-date knowledge of the policies and reporting requirements of different sponsors and award mechanisms for multi-investigator, multi-school and multi-institutional projects; ensures deadlines are met.
Posts positions to eRecruit, leads the recruitment & selection process.
Oversees Performance Excellence plan for each employee & prepares annual review.
Manages performance problems, administers leaves, approves timesheets & oversees completion of annual staff Conflict of Interest survey.
Institutes departmental policy & implements school & NU policy.
Issues work order requests for maintenance, repairs & upgrades.
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, & recommends changes & improvements to administrative operations to better meet organizational needs & objectives.
For graduate students: Oversees annual recruitment & selection process & related data entry; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.)
Assists in recruitment, facilitates review of applications for Institutional Training Grant; appointments and terminations of predoctoral and postdoctoral trainees in NIH xTRAIN, collection of materials, preparation, and submission of annual progress report.
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 degreeOR 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.)
Strong math skills and ability to use advanced functions in MS-Excel.
Strong written and verbal communication skills, ability to draft reports.
High comfort level navigating diverse University information systems and sponsor portals
Preferred Competencies: (Skills, knowledge, and abilities)
Internal Number: 40685
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.