Financial Administration Lead | Associate Division Administrator, Pulmonary

at  Northwestern University

Reporting to a senior administrative position, provides leadership in reviewing & recommending management policies & procedures designed to enhance research 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. Represents business area on internal & external administrative affairs by recommending alternatives & suggestions.
Please note: May supervise 2 or more staff &/or provide work direction to others. May provide direction to or coordinate administrative effort of staff within or outside of immediate dept or division.
Supervisor provides overall objectives & in consultation with EE develops deadlines. Work is reviewed for fulfillment of objectives & overall compliance with policy & procedures. EE completes majority of activities without direction; consulting with supervisor only in regard to new or unusual circumstances.
Specific Responsibilities:

Work Complexity:

• EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures & a moderate degree of innovation, analysis, & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems &/or decisions.
• EE interprets policy.

Budget & Financial:

• Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
• Typically involved in the budget management of numerous research grants.
• Responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chartstrings using NU protocol.
• Prepares faculty salary recovery & summer salary.
• Creates & monitor recharge centers.
• Oversees prompt payment of invoices & related research of errors.
• Monitors open encumbrances & deficit chartstrings.
• Level II approver in NUFS.
• School level approver in HRIS.
• Routinely reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.
• Responsible to stop an expense that is inappropriate or against deficit chartstring.
• Negotiates with vendors for purchases & leases.

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.
• Reviews service provided with goals & objectives & patient satisfaction surveys & identifies improvement opportunities; works with leadership to create new procedures & practices.
• Creates & maintains programs to review and analyze clinical performance at the faculty member, division, and departmental levels.
• Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
• Identifies and assists with acquiring appropriate space for the department to develop and expand clinical operations.

Communications & 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:

• 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, &/or renovations.
• Brings requests for building & space improvements to attention of management.
• Completes appropriate section of annual SIMS survey following NU protocol.
• Manages the development & communication of department safety plan.
• Monitors research lab compliance & respond to Risk Management reports.
• Ensures communication with Principal Investigators (PIs) regarding ISIS participation.

Faculty Support:

• Manages administration of faculty recruitment including ads, candidate communication, interview & visit, HRIS paperwork & orientation.
• Oversees the preparation of Promotion & Tenure cases.
• Interprets & applies policy & procedure.
• Oversees colloquium & seminar coordination, faculty travel planning. Ensures faculty completion of annual Conflict of Interest Survey.

Grants & Contracts:

• Oversees &/or completes pre- & 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) I 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:

• Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• 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.
• Recommends complex HR solutions & implements decisions.
• Institutes departmental policy & implements school & NU policy.

IT Services:

• Acts as liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
• Issues work order requests for maintenance, repairs & upgrades.

Regulatory Compliance:

• Manages implementation of all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Develops innovative methods to assist faculty & staff with adherence to grantor compliance programs.

Strategic Planning:

• Manages & implements strategic operation plans.
• Reviews plans, meets with leadership & key faculty & staff, & recommends changes & improvements to administrative operations to better meet organizational needs & objectives.

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; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.) & organizes new student week.
• Advises students on an on-going basis.
• Researches scholarships, manages Teaching Assistant (TA) & grader allocations.
• For undergraduate students: Organizes new student week & orientation to department.
• Prepares academic year course schedule; monitors course registration & enrollments.
• Resolves student issues.
• Acts as primary contact with School or student organizations.

Supervisory:

• Supervises 2 or more staff &/or provide work direction to others.
• Provides direction to or coordinate administrative effort of staff within or outside of immediate dept or division.

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.
• 5 years’ administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
  Target hiring range for this position will be between $78,482 - 110,365 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Please refer the Job description for details