Business Administrator 3

Department: MCC Ind/EnggMgmt Sci
Salary/Grade: EXS/8

The expected salary for this position is between $70,020 - $87,695 per year, in alignment with departmental equity and market data.

Job Summary:

The Business Administrator (BA) is the senior administrative position in the Industrial Engineering and Management Sciences (IEMS) 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.

Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

Specific Responsibilities:

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.
  • School level approver in HRIS

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 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.

Strategic Planning:

• Administers & maintains existing strategic operation plans.
• 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.

Student Support:

• Implements department strategy regarding structure, process, & staff support of students in compliance with NU policy.
• For graduate students: Oversees annual recruitment & selection process & related data entry; advises students; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.) & organizes new student week.
• Manages graduate student funding quarterly.
• Oversees support to undergraduate students during pre-registration, registration & add/drop period.
• Tracks data entry of grades into CAESAR, assuring faculty complete process by deadline.
• Resolves student issues.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• 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.

• 4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Thought leadership. Ability to manage a team to be effective and efficient. LEADERSH
• Excellent verbal and written communication skills. COW
• Exemplary project management skills and the ability to identify priorities. MGC
• Impeccable follow-up and follow-through. ENI
• Strong computer skills: Excel, word processing, google documents, and presentations. COMP
• Strong attention to detail and deadlines. MEETS DE
• Strong organizational skills. ORG
• Demonstrated adaptability, dependability, and efficiency. EFF; DEP; ADP
• Demonstrated ability to work on multiple projects simultaneously. MUT
• Strong interpersonal, communication and organizational skills. LEADERSH
• Ability to interact professionally with faculty, staff and graduate students. COL

Preferred Qualifications:

• Previous experience in a University setting, preferably with faculty and graduate students;
• Experience with NU Financials/Cognos, Vista, FASIS, SES, InfoEd, People Soft.
• Completion of NU Leadership Training program

Preferred Competencies: (Skills, knowledge, and abilities)

• Demonstrated initiative and willingness to jump on board with projects beyond the immediate scope of the job;
• Decision making skills;
• Maturity and ability to work with autonomy as well as part of a team;
• Adaptability

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html 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/benefits/work-life/index.html 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/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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