The Weinberg College of Arts and Sciences is reimagining traditional arts and sciences education in ways that prepare our students for success in an ever-changing, complex world. The College is the most comprehensive of Northwestern’s 12 schools, offering 47 majors to approximately 4,300 undergraduate students. Our goal is to develop in students a Northwestern Mindset – a flexible, adaptable view of the world that seeks to understand the pressing issues of today and transform them into the promising new opportunities of tomorrow. Staff who work in the College think creatively, work collaboratively, and are dedicated to building a strong community. The hallmark of our distinctive educational model is diversity in all of its manifestations. We are committed to maintaining and enhancing the breadth and depth of our course offerings and to ensuring the intellectual and experiential diversity of our faculty and students. In short, we believe that diversity is an essential value that lies at the heart of our community and one that needs to be actively encouraged and pursued.
Job Summary: 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 the Director of Operations and central offices such as HR, Budget, Facilities, IT, & Provost. Represents business area on internal & external administrative affairs by recommending alternatives & suggestions.
Specific Responsibilities: Areas of Responsibility:
Tactical implementation of at least six of the following:
Budget & Financial
Grants & Contracts
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 and/or decisions.
Budget & Financial:
Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
Involved in the budget management of research grants.
Manages payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Prepares faculty salary recovery & summer salary.
Creates & monitors recharge centers.
Oversees prompt payment of invoices & related research of errors.
Monitors open encumbrances & deficit chart strings.
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 chart string.
Ensures faculty completion of annual Conflict of Interest Survey.
Assists faculty with their financial planning including but not limited to providing regular spending plans of portfolio of accounts for optimal and policy compliant usage of funds.
Grants & Contracts:
Oversees and/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. Develops innovative methods to assist faculty & staff with adherence to grantor compliance programs.
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.
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.
Manages department IP addresses.
Manages implementation of all compliance programs & with all applicable federal, state, local & NU laws, regulations, policies & procedures.
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.
Manage and coordinate graduate student support.
Implements department strategy regarding structure, process, & staff support of students in compliance with NU policy.
For graduate students:
Oversees budgetary and related administrative issues (RAS forms, stipends, monitors fellowships, etc.).
Participates in managing UF (University Fellowship) and Teaching Assistant (TA) allocations.
Resolves student issues as relates to funding and position appointments.
Supervises two or more staff and proactively offers guidance to others, e.g. CFP.
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 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.
Minimum Competencies: (Skills, knowledge, and abilities.)
Excellent business writing skills
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: 39329
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.