Department: Global Marketing/Communication Salary/Grade: EXS/7
The Office of Global Marketing and Communications (OGMC) leads and supports strategic marketing and communications efforts to protect, steward, and elevate the academic reputation of Northwestern University. Our integrated teams include digital, strategy/content creation, marketing/social media, publications, media relations, and internal/crisis communications.
The Business Administrator (BA) is the senior administrative position in the Office of Global Marketing & 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 position is part-time (50%) with a flexible schedule option.
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.
Responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chartstrings using NU protocol.
Creates & monitor recharge centers.
Oversees prompt payment of invoices & related research of errors.
Monitors open encumbrances & deficit chartstrings.
Level II approver in NUFinancials.
School level approver in myHR.
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.
Negotiates with vendors for purchases & leases.
Facilities & Safety:
Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
Maintains key database & security.
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.
Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Posts positions to eRecruit, assists with 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.
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 are appropriated 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.
Implements strategic operation plans.
Reviews plans, meets with leadership & staff, & recommends changes & improvements to administrative operations to better meet organizational needs & objectives.
Provides direction to or coordinate administrative effort of staff within or outside of immediate department 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, &/or human resources; or other relevant experience.
Higher education work experience; knowledge of NU systems.
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: 39734
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.