Job No. 155191
- Job Title:
- Business Administrator 1
- Employer:
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Northwestern University
- Location:
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Evanston , IL
- Posting Date:
- 19-Mar-2025
- Description:
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Job Summary:
Administers operational, financial, & business functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. May represent business area on internal &/or external administrative affairs by exchanging information.
The Business Administrator (BA) is the senior administrative position in the Engineering Sciences & Applied Mathematics (ESAM) department within the McCormick School of Engineering. This position 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. These areas include: budget and accounting; payroll, purchase and expenses transactions; involvement in the management of sponsored accounts; staff organization, recruitment, training and performance; graduate & undergraduate student administration; space, safety and facilities projects; and general business office management. Under the general direction of the department Chair and in collaboration with deans, the BA supports the area’s mission and exercises independent judgment based on university, school and organization policies and procedures. Represents department on internal & external administrative affairs by recommending alternatives & suggestions.
Specific Responsibilities:
Areas of Responsibility:
Coordination & administration of at least 4 of the following:
Budget & Financial
Communications & Outreach
Faculty Support
Grants & Contracts
Human Resources
Work Complexity:
EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
EE administers policy.
Budget & Financial:
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using NU protocol.
Ensures prompt payment of invoices, researching errors/delayed transactions.
Monitors open encumbrances & deficit chart strings.
Level II NU Financials approver.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Dept/School level approver myHR
Communications & Outreach:
Works closely with the Office of Alumni Relations to determine opportunities for alumni contact & solicitation.
Maintains alumni lists or database.
Produces, edits, &/or distributes newsletter.
Manages website, assuring updates are made in a timely manner.
Plans numerous special events throughout the year, assuring all logistics are complete.
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.
Brings requests for building & space improvements to attention of management.
Completes appropriate section of annual SIMS survey following NU protocol.
Participates in communication of area safety plan.
Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Faculty Support:
Coordinates faculty recruitment, appointment & credentialing processes; place ads; candidate communication & visit.
Provides support for preparation of Promotion & Tenure cases.
Initiates HRIS (myHR) appointment paperwork.
Arranges colloquium & seminar coordination, & faculty travel planning.
Grants & Contracts:
Provides data for grant proposals; develop &/or administer budgets; submit proposals; coordinate IRB/IACUC, OSR/ASRSP transactions, &/or effort reporting.
Ensures compliance with research safety regulations, interact with faculty, staff &/or funders to build relationships, transfer knowledge, &/or advise on research policies & procedures.
Oversees &/or completes 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) 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.
Human Resources:
Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
In consultation with management, may administer HR solutions.
Maintains excellent working relationship with Office of Human Resources.
Posts positions to eRecruit, leads the recruitment & selection process.
Manages area/unit structure & prioritizes & distributes staff workload.
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 department policy & implements school & NU policy.
Regulatory Compliance:
Ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
Develops innovative methods to assist faculty & staff with adherence to compliance programs.
Administers safety & security plans.
- Contact information:
- Northwestern University
- Evanston, IL 60208
- United States
- Employer's Website:
-
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