Department: Med- ISGMH Salary/Grade: EXS/8 ISGMH was founded in 2015 and is the first university-wide institute in the country focused exclusively on research to improve the health and wellbeing of the sexual and gender minority (SGM) community and the largest institute in the world researching LGBTQ+ health. The Institute leads research that fosters understanding of the development and experiences of SGM individuals and improves the health and wellbeing of the SGM community. Sexual and gender minorities include lesbian, gay, bisexual, transgender, and queer people - anyone whose sexual or gender identity does not conform to social majority categories of sexual orientation or gender. The Institute Administrator is a key leadership role within the unit, providing strategic support and overall business operations management to enhance and deliver innovative research and training to improve SGM health and wellbeing.
Job Summary: The Department/Center/Institute Administrator is the senior administrative position in a department/center/institute within the Feinberg School of Medicine (FSM) and provides thought leadership in reviewing and recommending policy and procedure designed to enhance operational excellence. Ensures the effective, compliant, and efficient daily management of all operational, financial, and business functions in support of the business area's mission and in coordination with central offices, including but not limited to HR, Budget, Facilities, IT, and Faculty Affairs. Represents department/center/institute in all operational activities Management of the following: Budget & Financial Human Resources Clinical Services IT Services Communications & Outreach Regulatory Compliance Facilities & Safety Strategic Planning Faculty Support Student Support Grants & Contracts
Specific Responsibilities :
- Creates, implements, and manages, in conjunction with unit leadership, strategic plans to best utilize revenue for key faculty recruitments, program development, research expansion, space planning. etc.
- Plans and manages complex budget(s) to fund strategic mission including financial sustainability and enhancement models. Serves as primary contact with both FSM Central offices. Plans and implements annual budget including fiscal resource allocation of appropriated, discretionary, endowment and/or gift revenues. Manages budgets for large volume of research grants. Delegates payroll, purchasing, travel and entertainment (T&E) transactions and serves as department level approver in Financial and HR systems. Oversees routine budget reconciliation and analyzes budget position. Approves funds reallocation within budget as necessary and appropriate.
- May work closely with the Feinberg Office of Development and Alumni Relations, actively pursues opportunities for alumni contact and solicitation. Collaborates on fundraising areas of opportunities, including grateful patient identification, areas of strategic department investment.
- Manages office, lab and common areas to ensure strategic use of available space and determines and assigns space allocation. Oversees/completes annual SIMS survey following NU protocol. Develops safety plan and ensures communication and compliance.
- Provides strategic recommendation for management of faculty appointments, credentialing and exit (retirement and termination) processes. Reviews policies, recommends changes, implements new and ensures consistent interpretation. Maintains appropriate information for accurate faculty database management. Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report) ensuring optimal faculty support.
- Manages professional research administration support staff in order to facilitate and enhance all administrative grant processes and related compliance. Responsible for pre- and post-award administration completed by research administrators. Builds relationships with Principal Investigators (PIs) and NU research associated offices; transfers knowledge and advises on research policy and procedure. Oversees payroll for research appointments. Ensures on-going training of support staff and PIs for optimal operations and compliance.
- Determines and implements organizational structures to align with strategic mission. Manages implementation of human resource programs, policies, procedures and talent management lifecycle and related mentoring and training. Oversees recruitment and selection process; Performance Excellence plan for each employee; and merit increase process. Manages and provides consultation regarding complex performance problems and issues; administers leaves; approves timesheets and oversees completion of annual staff Conflict of Interest survey.
- Ensures compliance with all applicable federal, state, local and NU laws, regulations, policies and procedures.
- Creates department strategy for structure, process, and staff support of students. Performs and/or delegates the following: For graduate students: Oversees annual recruitment and selection process and related data entry; resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.). Resolves student issues. Acts as primary contact with School or student organizations.
Miscellaneous Performs other duties as assigned.
Minimum Qualifications: - Bachelor's in business, accounting or a related field with 8 or more years' experience in administrative or supervisory capacity with exposure to a combination of budgets, finance, grant administration, facilities, and/or human resources; or 10 yrs administrative experience.
Target hiring range for this position will be between $70,017-$98,462 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, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at 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 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 to learn more . Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage. The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today. Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law. #LI-ER1