Administrative Operations Specialist
Northwestern University
Chicago, IL
Full-time
Administration / Clerical
Posted on May 21, 2023
Department:MED-Dean's Office
Salary/Grade:EXS/7
Job Summary:
Responsible for the supporting day-to-day administrative functions and operations within Feinberg's Dean's Administration (including Faculty Affairs, SPARC Central, FSMIT, Research, Regulatory Affairs, Communications, Finance and Administration, and other admin units as needed), including daily management and operations, enterprise space scheduling software administration, and financial transactions, approvals and reporting. This role supports and operationalizes program and project related activities, including Year Up internship program, staff engagement initiatives and staff development programs.
*Note: Not all aspects of the job are covered by this job description.
Specific Responsibilities:
- Implement user policies and procedures for FSM classroom and meeting facilities, lead enterprise room scheduling software to address the scheduling needs of the Feinberg School of Medicine. Maintain interaction and coordination with FSM departments, internal and external catering services, University services, University Facilities Management, loading dock personnel, University Police and housekeeping services for public space management needs. Oversee the Facilities Coordinator, and handle escalated space management concerns and/or issues.
- Maintains and manages department service agreements for AV support. Collaborates with Education Technology team to develop maintenance schedules and budgets for AV, space and furniture as needed.
- Supports human resource management and life-cycle for administrative units, including position/appointment documentation, recruitment processes and onboarding/offboarding needs.
- Oversees daily, monthly and annual financial activities including transactions, analysis, and reporting, including budget tracking and forecasting, position funding maintenance, and expenditure reviews and approvals. Prepares and recommends budgetary needs and expenditures in relation to deans' administration operations, including but not limited to, Education Technologies and classroom spaces.
- Support Feinberg's position management process, reviewing requests and tracking status of position changes. Collaborate with Administrator and NUHR on review of requests.
- In collaboration with Executive Director of Administration and Administrator, Dean's Operations, support and execute Feinberg Staff Engagement initiatives, including programming support and logistics, website enhancements and work group staffing.
- Support and implement Feinberg's pipeline programs, including Year Up, Administrative Leadership Development Program, etc., by leading all logistical details, editing and/or developing presentations for related topics and recommending areas for improvements and/or enhancements to programming. Oversees the ongoing development and refinement of the program's curriculum in consultation with subject matter experts. Identify and obtain expertise as needed for programming and work with content experts for current and new programs.
- Other duties as assigned.
- 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.
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us athttps://www.northwestern.edu/hr/benefits/index.htmltolearn 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 athttps://www.northwestern.edu/hr/benefits/work-life/index.htmlto 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 athttps://www.northwestern.edu/hr/learning/index.htmltolearn 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.
#LI-SZ1
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-MB1