Job Description

Overview Business Administrator 1 (3 year Term) at Northwestern University Location: Chicago, IL. Work location of the NITMB is downtown Chicago at 875 N Michigan Ave. Department: NITMB - Theory and Math Job Summary Administers operational, financial, and business functions in support of the area/unit's mission and in coordination with central offices such as HR, Budget, Facilities, IT, and Provost. Implements existing policy and ensures the effective, compliant, and efficient completion of daily administrative operations. May represent the business area on internal or external administrative affairs by exchanging information. The position is a term appointment ending 6/30/2028, with the potential for renewal based on performance and funding. The NITMB is a University Research Institute led by Northwestern University with a working partner, the University of Chicago. Its mission is to create a hub of interdisciplinary research linking mathematics and biology to advance knowledge across environment, medicine, and technology development. NITMB will work with 80+ faculty from Northwestern and the University of Chicago and will include education, workforce development, and broadening participation activities, as well as training for undergraduates and graduate students with community partners in a diverse city. The Business Administrator assists with post-award financials to ensure fulfillment of grant, contract, and compliance requirements; and manages the operations of the facility. Works with the Sr. Research Administrator and Director of Operations and Outreach to meet annual reporting requirements. Manages day-to-day financial activities including reconciliations, reimbursements, and auditing in compliance with local, state, federal, and institutional rules and regulations. Assists in training staff on financial practices and regulations and supports strategic planning and development of standard operating procedures with senior leadership. Offer details: Target hiring range $62,000–$71,000 per year. Benefits and work-life information are provided by Northwestern University. Responsibilities Coordination & administration of at least four of the following areas: Budget & Financial, Facilities & Safety, Human Resources, Regulatory Compliance. Participate in budget determination, including fiscal resource allocation of various revenue types. Directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions, and requesting new chart strings using NU protocol. Ensure prompt payment of invoices, research errors, and monitor open encumbrances and deficit chart strings. Serve as a Level II NU Financials approver and reconcile actual expenses to budget per NU Audit guidelines. Monitor facilities conditions, manage space assignments, coordinate furniture and data/phone setups, and support safety communications. Ensure HR programs, policies, and procedures are implemented and consistently applied. Ensure compliance with applicable laws, regulations, policies, and procedures; develop innovative methods to assist adherence to compliance programs; administer safety & security plans. Supervise 1-2 staff and provide work direction as required. Performs other duties as assigned. Minimum Qualifications Bachelor's degree or equivalent combination of education and experience in business, accounting or related field. 2 years of administrative experience including budgets, finance, grants, facilities, or human resources, or other relevant experience. Minimum Competencies Advanced knowledge of word processing, spreadsheet, email, and database software; strong organization and time management; detail-oriented; multi-tasking; strong communication; self-starter, diplomatic, proactive, able to manage stress; experience managing people; ability to lead and coordinate initiatives. Preferred Qualifications Experience coordinating programs at a non-profit or university; experience with diverse populations. Experience with complex multi-PI multi-institution centers (e.g., NIH U54, NSF STC); deep budgets experience; strategic planning; managing sub-contracts at Northwestern; collaborating with partner institutions on large awards. Experience with education and outreach programs (e.g., NIH T32, NSF REU); managing internal pilot awards; graduate student stipends and tuition across multiple schools; postdoctoral trainee management; NSF RCR training alignment; NSF participant support costs management; familiarity with Northwestern tools like CERES, ERS, NUCore. Preferred Competencies Excellent verbal and written communication; ability to work with University students, faculty, and staff; strong administrative and organizational skills; project management, multitasking, and attention to detail. Professional demeanor, discretion with confidential information, and ability to work under minimal supervision; ability to review and synthesize information and produce concise summaries. Salary & Benefits Target hiring range: $62,000–$71,000 per year. Offered salary will be determined by education, experience, knowledge, skills and abilities, and internal equity. Benefits: Northwestern offers health care plans, retirement benefits, tuition discounts, and more. Work-life and wellness programs are available, including flexible work arrangements where possible and resources for childcare and elder care. Details at Northwestern HR benefits pages. Equal Opportunity Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. Applicants may request accommodations in the application or hiring process. #J-18808-Ljbffr Northwestern University

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