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 2 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 and/or external administrative affairs by exchanging information. Initiates and coordinates administrative support for research laboratory, personnel, and financial management of multiple grants.
Specific Responsibilities: Areas of Responsibility:
Coordination & administration of the following:
Budget & Financial Planning
Communications & Outreach
Facilities & Safety
Grants & Contracts
Course work support
Scheduling and coordinating travel
Visa and appointment processing
Uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies and/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems and/or decisions.
Budget & Financial:
Participates in determination of budget including fiscal resource allocation of appropriated, discretionary, endowment and/or gift revenues.
Directly responsible for working with LSFS office on 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.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Manages and administers multi-institutional grant budgets.
Tracks monthly expenditures for approximately 20 grant, gift, and non-sponsored accounts.
Communications & Outreach:
Works closely with multiple university departments for administrative support, document processing, or event planning.
Maintains multiple lists, databases and records.
Produces, edits, and/or distributes information to multiple list serves.
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.
Coordinates set up of furniture, data & phone lines.
Brings requests for building & space improvements to attention of management.
Participates in communication of area safety plan.
Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc.
Manages graduate student funding quarterly for students within lab group
For undergraduate students: Oversees undergraduate registration & enrollment.
Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.
Resolves student issues within lab group.
Provides guidance to post-doctoral fellows and graduate students to identify external fellowship opportunities, preparation of proposals and post-award reporting.
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.
Four years' administrative experience including budgets, finance, grants, facilities, and/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Must be able to take direction.
Able to work independently and as part of a team.
Able to communicate effectively.
Competent in maintaining excellent organization of records, files, databases, etc. including backing up files.
Capable of coordinating efforts and collaborate with a variety of individuals having conflicting schedules or varying time zones.
Ability to establish priorities and manage multiple activities to meet deadlines.
Able to complete assignments with attention to details and the highest degree of accuracy.
Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with senior administration, faculty, staff, students, and the general public.
Demonstrate proficiency in accessing and implementing information or available resources.
Have proficiency and experience using computer applications, including word processing, smartsheet and spreadsheet programs.
General knowledge of university policies, practices and procedures.
Degree or equivalent work experience in academic business administration.
General knowledge of NIH, etc. grants and forms.
Experience with visa and personnel appointments.
Preferred Competencies: (Skills, knowledge, and abilities)
Must be flexible and have the ability to be multitask and perform a variety of responsibilities.
Ability to adjust priorities quickly as circumstances dictate.
Ability to interact with faculty, staff, students, visiting scholars, and the general public and communicate information effectively.
Ability to carefully plan and prioritize.
Experience with website management.
Ability to plan, coordinate and facilitate conferences and events.
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: 38975
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.