Associate Division Administrator 3, Gastroenterology

Department: MED-Gastroenterology
Salary/Grade: EXS/8

Job Summary:

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.

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:

• 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.
• Identifies and assists with acquiring appropriate space for the department to develop and expand clinical operations.

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.
• 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.
• 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.
• 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 $70,017 to $98,462 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.

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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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