Department: MCC Engg Sci & Applied Math Salary/Grade: EXS/6
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.
Coordination & administration of at least 4 of the following:
Budget & Financial
Communications & Outreach
Grants & Contracts
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 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.
Coordinates faculty recruitment, appointment & credentialing processes; place ads; candidate communication & visit.
Provides support for preparation of Promotion & Tenure cases.
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.
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.
Resolves student issues.
Supervises 1-2 staff.
Provides work direction.
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.
2 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
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: 37613
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.