Job Description

Job Summary:

Reporting to a senior administrative position, 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.

Please note: 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:

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 I NU Financials approver.
Level II NU Financials approver.
Reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Clinical Services:

Manages day-to-day practice operations; demonstrates & ensures that Foundation’s mission, values and “Ideal Patient Experience” guidelines, policies & procedures, clinical & service standards & Billing Compliance Program are implemented & maintained.
Identifies service improvement opportunities that will better enable the Practice to achieve its service goals and standards.
Implements corrective actions required as a result of patient satisfaction surveys or other indicators.
Maintains program to review and analyze clinical performance at the faculty member, division, and departmental levels.
Communications & Outreach:

Works closely with the Office of Alumni Relations to determine opportunities for alumni contact & solicitation.
Maintains alumni lists or database.
Produces, edits, &/or distributes newsletter.
Manages website, assuring updates are made in a timely manner.
Plans numerous special events throughout the year, assuring all logistics are complete.
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.
Completes appropriate section of annual SIMS survey following NU protocol.
Participates in communication of area safety plan.
Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Faculty Support:

Coordinates faculty recruitment, appointment & credentialing processes; place ads; candidate communication & visit.
Provides support for preparation of Promotion & Tenure cases.
Initiates HRIS appointment paperwork.
Arranges colloquium & seminar coordination, & faculty travel planning.
Grants & Contracts:

Provides data for grant proposals; develop &/or administer budgets; submit proposals; coordinate IRB/IACUC, OSR/ASRSP transactions, &/or effort reporting.
Ensures compliance with research safety regulations, interact with faculty, staff &/or funders to build relationships, transfer knowledge, &/or advise on research policies & procedures.
Human Resources:

Ensures human resources programs, policies, & procedures are implemented & consistently applied.
Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
In consultation with management, may administer HR solutions.
Maintains excellent working relationship with Office of Human Resources.
IT Services:

Acts as liaison to IT to ensure technology systems are properly installed & maintained.
Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
Issues work order requests for maintenance, repairs & upgrades.
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.
Strategic Planning:

Administers & maintains existing strategic operation plans.
Recommends changes & improvements to administrative operations to ensure most effective & efficient use of revenue streams for faculty & staff recruitment, program development, research expansions, space planning, etc
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.