Strategic Department Associate Director

5 days ago

Evanston, Illinois, United States Northwestern University Full time
Job Summary:

The Business Administrator is a senior administrative position in the Strategy Department at Northwestern University. This role provides thought leadership in reviewing and recommending policy and procedure to enhance operational excellence. The Business Administrator ensures the effective, compliant, and efficient daily management of all operational, financial, and business functions in support of the department's mission and in coordination with central offices such as HR, Budget, Facilities, IT, and Provost.

Key Responsibilities:

• Develop and implement annual budgets, including fiscal resource allocation of appropriated, discretionary, endowment, and gift revenues.
• Manage payroll, purchasing, travel, and entertainment transactions, and request new chartstrings using NU protocol.
• Oversee prompt payment of invoices and related research of errors.
• Monitor open encumbrances and deficit chartstrings.
• Level II approver in NUFS.
• Routinely review and reconcile actual expenses to budget per NU Audit guidelines.
• Approve funds reallocation within budget as necessary and appropriate.
• Responsible to stop an expense that is inappropriate or against deficit chartstring.
• Negotiate with vendors for purchases and leases.

Additional Responsibilities:

• Monitor area facilities conditions and direct requests to Facilities Management using FAMIS.
• Maintain key database and security.
• Work with management to assign staff and/or faculty space, including appropriate FM refresh/renovation and furniture purchase.
• Coordinate setup of furniture, data, phone lines, and/or renovations.
• Manage administration of faculty recruitment, including ads, candidate communication, interview, and visit, and orientation.
• Assist in the preparation of Promotion and Tenure cases.
• Interpret and apply policy and procedure.
• Oversee colloquium and seminar coordination, faculty travel planning.
• Oversee and/or complete pre- and post-award research administration.
• Utilize established systems (effort reporting, direct cost charging/SDA, and financial reporting) to ensure compliance with all applicable regulations.
• Interact with Principal Investigators (PIs) to build relationships, transfer knowledge, and advise on research policies and procedures.
• Oversee payroll for research appointments.
• Ensure faculty completion of effort certification.
• Provide appropriate training for staff and PIs.
• Manage implementation of human resource programs, policies, procedures, and talent management lifecycle, and related mentoring and training.
• Post positions to eRecruit, lead the recruitment and selection process.
• Manage area/unit structure and prioritize and distribute staff workload.
• Oversee Performance Excellence plan for each employee and prepare annual review.
• Manage performance problems, administer leaves, approve timesheets, and oversee completion of annual staff Conflict of Interest survey.
• Institute departmental policy and implement school and NU policy.
• Ensure necessary hardware, software, and network infrastructure services are appropriated from central or internal IT.
• Manage and implement strategic operation plans.
• Review plans, meet with leadership and key faculty and staff, and recommend changes and improvements to administrative operations to better meet organizational needs and objectives.
• Implement department strategy regarding structure, process, and staff support of students in compliance with NU policy.
• Research scholarships, manage Teaching Assistant (TA) and grader allocations.
• Prepare academic year course schedule; monitor course registration and enrollments.
• Resolve student issues.
• Act as primary contact with School or student organizations.
• Supervise 2 or more staff and/or provide work direction to others.
• Provide direction to or coordinate administrative effort of staff within or outside of immediate dept or division.
• Perform other duties as assigned.

Requirements:

• 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, and/or human resources; or other relevant experience.
• Strong organizational skills and attention to detail.
• Ability to communicate effectively and diplomatically, both verbally and in writing.
• Proven leadership ability in a matrixed reporting environment.
• Demonstrated ability to work in a fast-paced environment.
• Familiarity with university and research settings.
• Ability to proactively identify and address needs.
• Strong interpersonal skills, consultative and collaborative.
• Master's degree preferred.
• Experience in an educational setting with a focus on supporting faculty excellence.
• 3-5 years management experience leading dynamic teams.
• Interest in fields of economics, accounting, or finance.
• Target hiring range for this position will be between $80,000 - $90,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.
• Benefits: At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts, and more. Visit us at https://www.northwestern.edu/hr/benefits/ to learn more.
• Work-Life and Wellness: Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/work-life-wellness/ to learn more.
• Professional Growth & Development: Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/professional-growth-development/ to learn more.

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