Business Coordinator

Northwestern University; Evanston (IL); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid vacation and holidays

Tuition benefits for employee and dependents

Job summary

Northwestern University seeks a Business Coordinator in Evanston, Illinois to provide comprehensive administrative, financial, and operational support for academic programs. This role includes managing budgeting processes, ensuring compliance with HR and regulatory requirements, and collaborating with faculty to support their needs.

The ideal candidate possesses strong organizational and communication skills, with experience in administrative roles, financial management, and a proficiency in Microsoft Excel. A graduate degree is preferred, with a target salary range of $60,000 - $65,000 per year.

Qualifications

• 1 year administrative experience including budgets, finance, grants, facilities, or human resources.
• Strong knowledge of budgeting and payroll processes.
• Demonstrates accuracy and attention to detail.

Responsibilities

• Provides comprehensive administrative support to academic programs.
• Manages budget planning and development.
• Ensures compliance with HR policies for faculty staffing.

Skills

Organizational skills

Communication skills

Problem-solving skills

Advanced proficiency in Microsoft 365, especially Excel

Budgeting knowledge

Education

Bachelor's degree in business, accounting or related

Tools

Peoplesoft

SalesForce

Microsoft PowerPoint

Microsoft Word

Job description

Job Summary

The Business Coordinator provides comprehensive administrative, financial, and operational support to academic programs, ensuring efficient budget management, compliance, and day‑to‑day operations. Partners closely with program directors, faculty and staff to support planning, forecasting, and reporting; processes payments, reimbursements, and procurements; and monitors budgets, chart strings, and encumbrances in accordance with audit and compliance guidelines. Collaborates with program assistants to coordinate faculty and instructional staffing, including adjunct, graduate assistant, and temporary appointments, while ensuring compliance with HR policies and accurate payroll and funding processes. Ensures compliance with all applicable policies and regulations and supports faculty and staff in understanding financial, HR, and risk management requirements.

Specific Responsibilities

Financial Administration

• Develops and maintains expertise around professional masters programs to support Dir Fin Admin with MS program planning, forecasting, and operational reporting; tracks units/enrollment by program
• Processes and tracks financial aid across MS programs
• Routes application and course fees via ERX
• Secures director approval and checks budget for each payment
• Manages platform and advertising platforms and subscriptions
• Manages co-card applications and exceptions
• Participates in budget development, planning, and forecasting
• Manages course and event budgets, purchasing, travel, and expense transactions as needed
• Monitors chart strings, encumbrances, and deficits
• Reconciles expense and revenue in accordance with audit guidelines
• Onboarding and training new staff
• Identifies service improvement opportunities that will better enable SESP to achieve its service goals and standards

Faculty & Instructional Support

• Hires and coordinates adjunct faculty appointments, teaching assistants and graduate assistants, ensuring accurate budget; works closely with program assistant to onboard new instructional faculty.

Human Resources & Payroll

• Ensures HR policies and procedures are implemented consistently
• Hires temps and consultants as needed
• Sets correct funding for payments
• Secures director approval/checks budget
• Checks payroll suspense/clean up as needed
• Distributes payroll reports, answers questions

Compliance & Risk Management

• Ensures compliance with all applicable federal, state, local, and university policies and regulations
• Administers safety, security, and regulatory compliance plans
• Supports faculty and staff in understanding and adhering to compliance requirements

Miscellaneous

• Performed other duties

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.
• 1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
• Advanced administrative experience in a complex or academic environment
• Strong knowledge of budgeting, payroll, HR processes, and administrative systems
• Excellent organizational, communication, and problem‑solving skills
• Ability to manage multiple priorities independently
• Technical Skills: Advanced proficiency in Microsoft 365, specifically Excel, and data management.
• Demonstrates ability to work on multiple projects simultaneously.
• Understands and interprets financial statements and reports; reconciles financial records.
• Is open to change and responds by adapting work methods and behaviors; pays attention to changing circumstances and adapts to them.
• Consistently displays accuracy and attention to detail
• Being receptive to feedback, willing to learn, embracing continuous improvement.
• Being helpful, respectful, approachable and team oriented, building strong working relationships and a positive work environment.
• Successfully uses multiple software programs independently. Software may include applications such as PowerPoint, Word, and Excel, SalesForce, web browsers, and Peoplesoft.
• Honoring University policies and regulatory requirements.
• Regularly monitors customer satisfaction; provides suggestions to improve quality and value to the customer.
• Possesses basic data entry skills.
• Displays consistency and success in adhering to deadlines.
• Actively and successfully trains/coaches people for current assignments, and develops them for promotion into positions where they succeed.

Target hiring range for this position will be $60,000 - $65,000 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 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 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.