Department Administrator 1

Department: MED-Physical Med & Rehab
Salary/Grade: EXS/8

Target hiring range for this position will be between $80,000-$100,000 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.

Job Summary:

The Department/Center Administrator (DA/CA) is the senior administrative position in a department/center within the Feinberg School of Medicine (FSM) & 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 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.


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

Performed other duties

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

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at 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 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 to learn more .

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process .


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