Business Administrator 5

Department: Trienens Institute

Salary/Grade: EXS/10

Job Summary:

Please submit a resume and cover letter with application for the fullest consideration

The Business Administrator at the Paula M. Trienens Institute for Sustainability and Energy provides senior leadership for the Institute's financial, administrative, education, and research operations. The role oversees a complex portfolio that includes operating, gift, and endowment funding; complicated sponsored research that involves cost share and subawards; 2 recharge lab facilities; and multiple academic and philanthropic initiatives supporting and advancing global sustainability and energy solutions through transformational research, interdisciplinary education, and public engagement.

As a fully integrated member of the Institute's senior leadership team, this position works cross‑functionally with faculty, staff, central university offices, and external partners. In addition to directing daily operations (finance, HR, compliance, and reporting), the Director plays a strategic role by aligning resources with the Institute's long‑term vision, supporting growth of the research pipeline, and representing the Institute as an expert in administrative and research‑related affairs.

The Business Administrator (BA) is the senior administrative position in a department within a school & 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 areas 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.

Please note:

Occasional evenings to support an event such as a board meeting.

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:

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.

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.

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.

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 bachelors 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 Qualifications:

• Masters degree in related field (MBA, MPP, MPA, MHA, MHE, etc.)

• Demonstrated experience managing complex financial and research portfolios in a higher education or research intensive environment, including sponsored awards, academic programs, and cross functional initiatives.

Preferred Competencies: (Skills, knowledge, and abilities)

• Familiarity with Northwestern University policies and procedures, and administrative systems.
• Experience in higher education.
• Strong financial, research, and operational management skills, including the ability to analyze complex funding structures, ensure compliance, and align resources with strategic objectives.
• Excellent relational and communication skills, with the ability to lead cross‑functional initiatives, advise senior leadership, and serve as a trusted partner to faculty, central offices, and external stakeholders.

Target hiring range for this position will be between $98,500-$115,000 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.

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