Associate Department Administrator 3

Northwestern University

Chicago, IL

ID: 7066027
Posted: May 6, 2020
Application Deadline: Open Until Filled

Job Description

Job Summary:

Reporting to a senior administrative position, the Associate Administrator 3 provides leadership in reviewing & recommending management policies & procedures designed to enhance research, education, and/or clinical operations. Ensures the effective, compliant, & efficient implementation and management of all operations, finance, reporting & research functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.

Specific Responsibilities:

Tactical implementation of at least 6 of the following:
Budget & Financial
Communications & Outreach
Human Resources
Facilities & Safety
Faculty Support
Regulatory Compliance
Strategic Planning
Budget & Financial:

Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
Participates in determination of budget including fiscal resource allocation of
Appropriated, discretionary, endowment &/or gift revenues.
Prepares faculty salary recovery & summer salary.
Level II approver in NUFS.
Negotiates with vendors for purchases & leases.
Communication & Outreach:

Working closely with the Office of Alumni Relations, may actively pursue opportunities for alumni contact & solicitation.
Delegates or completes maintenance of alumni lists or database; production, edit &/or distribution of newsletter; &/or management of website, & special events.
Facilities & Safety:

Oversees area facilities conditions & directs requests to Facilities Management using FAMIS.
Oversees key database & security.
Oversees staff &/or faculty space assignments including appropriate FM refresh/renovation & furniture purchase.
Oversees set up of furniture, data, phone lines, &/or renovations.
Brings requests for building & space improvements to attention of management.
Oversees completion of annual SIMS survey following NU protocol.
Manages the development & communication of department safety plan.
Participates in communication of area safety plan.
Faculty Support:

Manages administration of faculty recruitment including ads, candidate communication, interview & visit, FASIS paperwork & orientation.
Oversees the preparation of Promotion & Tenure cases.
Provides support for preparation of Promotion & Tenure cases.
Manages the faculty budget, payroll and other faculty records.
Manages faculty policies and procedures, vacation and meeting time records.
Oversees HRIS appointment paperwork.
Oversees visa application processes when necessary.
Manages on-boarding and orientation of new faculty.
Manages department communications related to faculty affairs.
Interprets & applies policy & procedure.
Oversees colloquium & seminar coordination, faculty travel planning.
Ensures faculty completion of annual Conflict of Interest Survey.
Human Resources:

Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
Evaluates staff compensation and internal salary equity and makes recommendations for staff salaries at time of hiring and promotions
Oversees positions posting 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.
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.
Oversees on-boarding and orientation of new staff.
Manages department communications related to staff affairs.
Recommends complex HR solutions & implements decisions.
Institutes departmental policy & implements school & NU policy.


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