Division Administrator 3, Medicine

Northwestern University; Chicago (IL); On-site; USD 88,000 - 113,000; Full time

Benefits offered by this job

Tuition benefits

Flexible work arrangements

Wellness programs

Job summary

Northwestern University seeks a Division Administrator to provide strategic leadership for the Feinberg School of Medicine division. This senior role oversees operational, financial and business functions, coordinating with HR, Budget, Facilities, IT, and Provost offices to ensure efficient, compliant operations.

Focused on Allergy and Immunology, the position leads diverse administrative domains with significant autonomy and expertise.

Qualifications

• Action oriented—willing to take practical action to resolve problems.
• Strong collaboration and teamwork across departments.
• Excellent organization and multi-tasking abilities.

Responsibilities

• Oversees complex budgets, financial planning and reconciliation across divisions.
• Serves as liaison to NU Controller & Budget Office for financial operations.
• Manages human resources, recruitment, talent development and policy interpretation.
• Directs regulatory compliance, IT services and facilities management.
• Provides strategic leadership for faculty support, grants, and contracts.

Job description

Job ID: 54360

Location: Chicago, Illinois

Department: MED-Medicine

Salary/Grade: EXS/10

Job Summary

The Division Administrator (DA) is the senior administrative position in a division within the Feinberg School of Medicine (FSM) & provides thought leadership to develop strategic administrative initiatives that meet the mission of the business area. Oversees 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 business affairs & is viewed as an expert resource regarding business area administrative affairs. This position supports the Division of Allergy and Immunology.

Supervisor responsibilities

Supervisor provides overall objectives. Work is reviewed for fulfillment of objectives & adherence to policy &/or financial &/or legal requirements. EE completes activities without direction & with a great deal of job autonomy, recommending actions to supervisor in regard to major or far-reaching new or unusual circumstances.

Specific Responsibilities

Work Complexity

• EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures, sometimes without clear precedents, & a considerable degree of innovation, analysis & reasoning to independently plan & prioritize work that is almost all project oriented & involves many extremely difficult problems &/or decisions.
• EE recommends changes to policy to better meet objectives.

Budget & Financial

• Plans & manages complex budget(s) to fund strategic mission including financial sustainability & enhancement models.
• Serves as primary contact with NU Controller & Budget Office.
• Plans & implements annual budget including fiscal resource allocation of appropriated, discretionary, endowment & or gift revenues.
• Manages budgets for large volume of research grants.
• Prepares faculty salary recovery & summer salary.
• Creates & monitors recharge centers.
• Delegates payroll, purchasing, travel & entertainment (T&E) transactions & serves as Level II NU Financials approver.
• Serves as school level approver in FASIS.
• Oversees routine budget reconciliation & analyzes budget position.
• Approves funds reallocation within budget as necessary & appropriate.
• Responsible to stop an expense that is inappropriate or against deficit chart string.
• Knowledgeable in NU Financials, Cognos & FASIS; oversees staff training in same.
• Negotiates with vendors for purchases & leases.

Clinical Services

• Plans & manages Practice administrative functions; operationalizes goals & objectives; ensures that staffing is appropriate to support patient care, patient flow, & customer service; creates associated practices & procedures & metrics to measure success at the faculty member, division & department levels; analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
• Oversees implementation of Foundation's mission, values and "Ideal Patient Experience" guidelines, policies & procedures, clinical & service standards & Billing Compliance Program.
• Oversees & ensures that day-to-day operations are appropriately managed and that they are efficient and effective.
• Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
• Identifies and acquires appropriate space for the department to develop and expand clinical operations.

Communications & Outreach

• Working closely with the Office of Alumni Relations, actively pursues 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

• Manages office, lab & common areas to ensure strategic use of available space & routine maintenance.
• Determines & assigns space allocation.
• Oversees construction projects in coordination with Facilities Management.
• Negotiates leases for space.
• Oversees/completes annual SIMS survey following NU protocol.
• Develops safety plan & ensures communication & compliance.
• Monitors facilities condition & responds to Risk Management reports.
• Ensures communication with Principal Investigators (PIs) regarding ISIS participation.

Faculty Support

• Provides strategic recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
• Reviews policies, recommends changes, implements new & ensures consistent interpretation.
• Participates in creation & implementation of FASIS.
• Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report) ensuring optimal faculty support.

Grants & Contracts

• Manages professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
• Responsible for pre- & post-award administration completed by research administrators.
• Builds relationships with Principal Investigators (PIs) & NU research associated offices; transfers knowledge & advises on research policy & procedure.
• Oversees payroll for research appointments.
• Ensures on-going training of support staff & PIs for optimal operations & compliance.

Human Resources

• Determines & implements organizational structures to align with strategic mission.
• Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
• Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
• Manages & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
• Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.

IT Services

• Acts as liaison to IT management to ensure technology systems are available to meet objectives of strategic plan.
• Ensures necessary hardware, software & network infrastructure technology services are appropriated from central or internal IT.
• Issues work order requests directly or through support staff.
• Participates in developing IT strategy to meet the mission & needs of the organization.
• Directs activities of a small technology staff.

Regulatory Compliance

• Oversees development & implementation of processes & procedures for all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
• Oversees creation & or implementation of associated training.

Strategic Planning

• Creates, implements, & manages, in conjunction with leadership,strategic plans to best utilize revenue for key faculty recruitments, program development, research expansion, space planning. etc.
• Evaluates & prepares plans to maximize opportunities & minimize threats.
• Reviews & proposes strategic alliances, joint ventures & key collaborations with internal & external organizations.

Student Support

• Creates department strategy for structure, process, & staff support of students.
• Performs & or delegates the following: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

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

Preferred Competencies: (Skills, knowledge, and abilities)

• Action oriented - Willing or likely to take practical action to deal with a problem or situation.
• Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
• Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
• Meets deadlines - Displays consistency and success in adhering to deadlines.
• Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.
• Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

Target hiring range for this position will be between $87,900 - $113,310 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 parentalleave;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.

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