Northwestern University’s McCormick School of Engineering and Applied Science is redefining engineering education and research through its pioneering “Whole-Brain Engineering” philosophy, integrating the elements of left-brain thinking — analysis, logic, synthesis, and math — with the kind of high-level right-brain thinking that fosters intuition, metaphorical thought, and creative problem solving. Augmenting the analytical core of engineering with substantial initiatives in design, entrepreneurship, leadership and personal development, and unusual collaborations that span disciplines, Northwestern Engineering students and faculty are prepared to take the world in a whole new direction.
Northwestern Engineering comprises more than 1,800 undergraduate students, 2,000 graduate students, 190 faculty members across nine academic departments and varied programs, centers, and institutes. Northwestern Engineering staff members support innovative academic programs, an intellectual footprint that deepens the frontiers of knowledge, partnerships that catalyze education and research, and a diverse culture that embraces different viewpoints and ideas.
Administers operational, financial, and business functions in support of the area/unit's mission and in coordination with central offices such as HR, Budget, Facilities, IT, and Provost. Implements existing policy and ensures the effective, compliant, and efficient completion of daily administrative operations. May represent business area on internal and/or external administrative affairs by exchanging information.
The Business Administrator (BA) is part of the McCormick School of Engineering’s Customer Service Center with primary responsibility as “BA on Assignment” by request to support McCormick (McC) departments/programs during vacancies and/or high workload. In addition, the BA leads school-wide initiatives to provide additional operational support to departments/programs, such as on-boarding and training programs including offerings of the McC Training Hub. This position requires administrative management and staff supervisory experience, tact, flexibility and comfort with a fast-paced and changing/evolving work environment.
EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies and/or procedures and a moderate degree of innovation, analysis and reasoning to complete work that is somewhat project oriented and involves some complex problems and/or decisions.
EE administers policy.
Works on special assignment as the “BA on Assignment” assigned to specific McC department/program/institute during vacancies or peak workloads. Assignment may range from short-term project management to longer infrastructure management. While on assignment, manages day-to-day operations of the office, in areas of financial management, human resources management, faculty support, compliance and strategic guidance as listed below. Uses judgment and expertise of policies and best practices to execute daily work activities and make decisions. Offers expert guidance, resolves problems and provides seamless administrative support including paperwork processing, task directing or handling, policy information.
Budget and Financial:
Level II NU Financials approver.
Responsible for monitoring the budget including fiscal resource allocation of appropriated, discretionary, endowment and/or gift revenues in line with the fiscal year budget plan.
Directly responsible for managing and overseeing department staff regarding the preparation and entry of payroll, purchasing, travel and entertainment (TandE) transactions.
Communications and Training:
Manages website, assuring updates are made in a timely manner.
May plan events while on assignment, assuring all logistics are complete.
Facilitates McCormick staff on-boarding and influences/orchestrates training workshops and materials offered through the McC Training Hub. Generates ideas and make recommendations for program development and enhancement. Manages relations with McC IT to store training documents in the cloud/on-line. Develops written and on-line interactive communications avenues with customers; this includes training manuals, training videos, websites and flowcharts. May act as a Trainer and/or mentor to new staff.
Links the school training efforts with that of HR Learning and Development for efficient, optimal outcomes.
Collaborates with University HR on development of Learning Management System.
Provides support for preparation of Promotion and Tenure cases.
Initiates myHR appointment paperwork.
Arranges colloquium and seminar coordination, and faculty travel planning.
Supports department chair and faculty when providing coverage in absence of department administrator
Grants and Contracts:
Administers departmental federal grant post-award activities with basic understanding of cost principals.
Ensures human resources programs, policies, and procedures are implemented and consistently applied.
May coordinate portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information and optimizing talent.)
In consultation with management, may administer HR solutions.
Maintains excellent working relationship with Office of Human Resources.
Ensures compliance with all applicable federal, state, local and NU laws, regulations, policies and procedures.
Develops innovative methods to assist faculty and staff with adherence to compliance programs.
Maintain solid working relationships with other departments, McCormick Administration, other NU schools, NU accounting and budgeting departments such as Payroll, Purchasing, Accounts Payable, University Services, TGS and others; and with external contacts and vendors.
Reports on customer satisfaction. Makes observations across departments to identify consistency, identify best practices and recommends action plans to McCormick Administration to improve administrative operations and align staffing structures and department services to relieve faculty of administrative tasks and offload redundant tasking from department staff, and form a nimble, flexible administrative organization.
Foster success and continuous enhancement of the McCormick (McC) Operational Dexterity initiative, as offered by the McC Customer Service Center for McC departments, programs, centers and offices.
When on assignment may support departmental graduate student applications and admission work.
Performs other duties as assigned.
Minimum Qualifications: (Education and experience)
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, and/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities)
Administrative management experience in an office setting.
Proven Project management and time management skills
Excellent written and verbal communication
Maturity, tact, diplomacy, professionalism. Ability to keep confidences.
Superior analytic and accounting skills. Strong attention to detail and follow-up.
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: 35053
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.