Business Administrator - Northwestern University/Kellogg Admissions & Finanical Aid

Job Summary:
Administers operational, financial, andbusiness functions in support of the area/unit'smission and in coordination with central offices such as HR, Budget, Facilities, IT, andProvost. Implements existing policy and ensures the effective, compliant and efficient completion of daily administrative operations. May represent business area on internal and/or external administrative affairs by exchanging information.

Specific Responsibilities:

Work Complexity:

• 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.
• 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 I NU Financials approver.
• Level II NU Financials approver.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.

Clinical Services:

• Manages day-to-day practice operations; demonstrates & ensures that Foundation’s mission, values and “Ideal Patient Experience” guidelines, policies & procedures, clinical & service standards & Billing Compliance Program are implemented & maintained.
• Identifies service improvement opportunities that will better enable the Practice to achieve its service goals and standards.
• Implements corrective actions required as a result of patient satisfaction surveys or other indicators.
• Maintains program to review and analyze clinical performance at the faculty member, division, and departmental levels.

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 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.

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.

IT Services:

• Acts as liaison to IT to ensure technology systems are properly installed & maintained.
• Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

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.

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.
• For undergraduate students: Oversees undergraduate course planning, registration & enrollment.
• Works with Chair & other faculty to plan annual & quarterly course schedules.
• Interacts frequently with the Office of the Registrar & assures all Registrar-oriented deadlines are met.
• 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.

Supervisory:

• Supervises 1-2 staff.
• 2 Provides work direction.

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