Business Administrator 2

Department: MED-Cancer Center

Salary/Grade: EXS/7

Job Summary:

The position will function as an Office Manager for the entire Cancer Center. It will have other administrative assistants reporting to them. As such, will be responsible for key functions, such as: Defines, develops and communicates new standards and best practices, managing the day-to-day operations of the Director's Office, manage faculty calendars for appropriate coverage during important dates (Faculty Recruit Visits/Advisory Boards/Site Visits, etc), patient and/or donor phone triage and coordination of care through former call center knowledge base and experience, supervise a team of administrative assistants tasked with coordinating travel arrangements, ensure appropriate allocations & compliance in line with budget, manage requests/complaints from Faculty concerning admin staff performance scheduling appointments, and providing customer service support, conduct performance reviews on administrative staff members to ensure they are meeting expectations, and ensure coverage for the office. 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.

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 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.

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.)

• 5 years of administrative support or other relevant experience required.

• Bachelors Degree

Preferred Qualifications: (Education and experience)

• 10 years of administrative support or other relevant experience required.

• Masters Degree

Preferred Competencies: (Skills, knowledge, and abilities)

• Experience with NU Portal and systems, e.g. NUFinancials, Cognos, purchasing

Target hiring range for this position will be between $63,079 -$78,849 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.

Benefits:

At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! 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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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