Business Administrator 2

Department: WCAS Physics & Astronomy
Salary/Grade: EXS/7

Job Summary:

A center for global excellence in undergraduate and graduate education and research, Northwestern's Department of Physics & Astronomy (P&A) seeks a self-directed Business Administrator to help support its mission. The Business Administrator supports the research and business operations for the Center for Fundamental Physics (CFP) and for P&A, ensuring the accurate recording of financials, the precise and timely submission of proposals, the smooth functioning of the labs, and a positive experience for all group members. This position supports the CFP 50% and P&A 50%.

This is a full-time position that works largely on-site with some opportunities for remote work.

The target hiring range for this position is between $64,000 - $78,849 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.

Specific Responsibilities:

• Financial Administration: Ensure that the PI accounts are accurately updated, reconciled and monitored. Track PI's various funding sources and ensure transactions are charged correctly. Track funding of group positions, ensuring positions are charged to the correct and appropriate sources. Discuss needed changes with the PI and follow through to ensure transactions are completed; involves updating budget files, entering transfer and correction journals, and investigating expenses. Complete monthly reconciliations and hold monthly meetings with each PI to discuss their projects' financials. Responsible for NU Financials approvals. In addition, provide quarterly department financial reports to the Director and Academic Office.
• Research Administration: Research, update and maintain documentation required for the submission of research proposals. Proactively update documentation, utilizing information sources to pull and collate relevant data. Read grant applications to ensure all needed documentation is prepared in accordance with requirements. Provide data for grant proposals, develop & administer budgets and submit proposals. Coordinate with OSR and ASRSP on transactions and effort reporting. Ensure compliance with research safety regulations and interact with faculty and staff to build relationships, share knowledge, and advise on research policies & procedures. Effectively communicate with the Dean's Office research administration team as needed during the submission process.
• Student Funding: Responsible for the accurate recording and input of quarterly graduate student funding data. Requires in-depth knowledge of the proposals to ensure the support is allocated in a timely & accurate manner; involves working with PI's and ASRSP as needed.
• Faculty Summer salary & Academic Year salary: Work with faculty to determine their Academic and Summer salary needs. Record on tracking sheet, enter in the system, and verify after payroll confirm. Confirm Released Funds with Dean's Office before Fiscal Year end.
• Regulatory Compliance: Ensure compliance with all applicable federal, state, local and Northwestern laws, regulations, policies and procedures. Develop innovative methods to assist faculty and staff with adherence to compliance programs. Responsible for the research, follow up and completion of the department monthly RCR training compliance reports. Responsible for the CFP space survey. In addition, create and distribute the department annual thank-you letters to donors.
• Administration: Recommend changes and improvements to administrative processes and procedures to most efficiently and effectively produce results. Use judgement and experience to adapt your advanced knowledge of skills, methods, practices, policies and procedures along with innovation, analysis and reasoning to complete work that is often project oriented and involves complex problems and/or decisions. Respond to faculty and staff inquiries regarding spending, hiring, funding and allowability in a timely manner.
• Management: Supervise one exempt staff position by leading, providing direction, motivating and sharing professional development opportunities. Responsible for the annual performance review of the staff member.
• Events: Responsible for the scheduling and management of the annual Heilborn lectures, the weekly CFP colloquia, and others as needed; work with staff member on the event schedule and be present & available to assist as needed during the events

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.

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

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

• Strong financial acumen and computer skills

• Ability to work independently

• Self-motivated and takes initiative

• Resourcefulness and reliability

Preferred Qualifications:

• At least three years financial management experience

• Previous higher education experience

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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