Northwestern University

Department: NITMB - Theory and Math

Salary/Grade: EXS/6

Job Summary:

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.

The NITMB is a new University Research Institute (URIC) that is led by Northwestern University and has as its working partner, the University of Chicago. The mission of the NITMB is to create a ground-breaking hub of interdisciplinary research, with mathematical research that advances our knowledge of biology, and biology research that catalyzes new mathematics. NITMB will realize this vision via an innovative research program involving 80+ faculty from Northwestern University and the University of Chicago. The research done by NITMB will support advances in areas as diverse as the environment, medicine, and technology development. Geographically co-located NITMB members share space in downtown Chicago that is readily accessible to collaborators across the US and the world.

NITMB engages in a broad array of education, workforce development, and broadening participation activities that will include diverse communities. NITMB also develops training for undergraduates and graduate students with community partners in a highly diverse city. A wide variety of scientific long programs, workshops, and conferences will enhance international collaboration between mathematics and biology and ensure that the scientific outcomes of the NITMB's research impact wide-ranging sectors of basic and applied research.

The Business Administrator assists with post-award financials to ensure the fulfillment of all grant, contract, and compliance requirements; as well as managing operations of the facility. Works with Sr research administrator and director of operations and outreach to meet annual reporting requirements.

Manages overall day-to-day financial activities including reconciliations, reimbursements, and proper auditing. Ensures that all financials are completed in compliance with associated local, state, federal & institutional rules & regulations.

Aids in training of all staff on financial practices and regulations. Works as a thought partner in strategic planning, operations, and development of standard operating procedures senior staff leadership.

This is a term position ending on 6/30/2028. Opportunity for renewal will be based on performance and available funding.

Please note:

Work location of the NITMB is downtown Chicago at 875 N Michigan Ave.

Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

Specific Responsibilities:

Areas of Responsibility:

Coordination & administration of at least 4 of the following

• Budget & Financial
• Facilities & Safety
• Human Resources
• Regulatory Compliance

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 II NU Financials approver.
• Reviews & reconciles actual expenses to budget per NU Audit guidelines.
• Approves funds reallocation within budget as necessary & appropriate.

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.
• Participates in communication of area safety plan.

Human Resources:

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.

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.

Supervisory:

• Supervises 1-2 staff.
• 2 Provides work direction.

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

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required
• Organization, time management, detail oriented
• Multi-tasking, communication
• Self-starter, diplomatic, pro-active, manage stress
• Managing people
• Provide leadership by cooperatively anticipating, coordinating, strategizing

Preferred Qualifications:

• Experience coordinating programs at a non-profit or university
• Experience working with diverse populations
• At least 4 years working on complex multi-PI multi-institution large center award, such as a NIH U54, NSF STC.
• Deep experience with budgets, reconciliations, spending, and justifications.
• Experience with strategic planning.
• Experience with managing sub-contracts at Northwestern University
• Experience with working with partner institutions on large awards.
• Experience with working with multiple education and outreach programs, such as NIH T32, NSF REU
• Experience with administrating internal awards, such as pilot projects, in which multiple PIs are awarded.
• Experience with graduate student stipend and tuition across multiple schools and universities
• Experience with postdoctoral trainees across multiple schools and universities
• Experience with coordinating trainees who need RCR training that adheres to NSF policy
• Experience with the management of NSF participant support costs, including reimbursement of participants attending convening activities.
• Experience with management of Northwestern research systems, CERES, ERS, NUCore.

Preferred Competencies: (Skills, knowledge, and abilities)

• Excellent verbal and written communication skills. Communicates clearly, politely, and effectively.
• Work successfully with University students, faculty, and staff.
• Demonstrated administrative and organizational skills.
• Excellent planning and project management skills
• Multi-task and manage multiple responsibilities simultaneously.
• Familiarity with general business practices.
• Attention to detail.
• Strong analytical and organizational skills.
• Analytical ability to find solutions to various administrative problems.
• Willingness to be flexible, perform new tasks with short notice, and accommodate last minute requests.
• Excellent interpersonal skills.
• Handle public contacts with courtesy, clarity, and diplomacy.
• Handle sensitive and confidential situations and information with absolute discretion.
• Display a professional, calm, and courteous demeanor and maintain when under pressure.
• Follow an issue through to resolution.
• Work under minimal supervision and oversight.
• Review and synthesize information and produce a concise summary.

Target hiring range for this position will be between $62,000-$71,000 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

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 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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