Business Coordinator (Human Resources)

Northwestern University   Chicago, IL   Full-time     Human Resources
Posted on January 29, 2023

Department:Med-ISGMH
Salary/Grade:EXS/5

Job Summary:

This position administers operational, financial, & HR functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, Dean's & Provost offices. It is a critical position working with Institute leadership to implement existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. This position will also have a supervisory role.

The Northwestern University Institute for Sexual and Gender Minority Health and Wellbeing (ISGMH; http://www.isgmh.northwestern.edu) is a university-wide institute dedicated to fostering research that improves the health and wellbeing of the sexual and gender minority communities. It currently houses two centers, three programs, and has a significant sponsored portfolio. ISGMH also provides outreach and actively collaborates with community-based organizations to conduct research and translate findings into interventions.

Specific Responsibilities:

Areas of Responsibility:
  • Coordination & administration of at least 4 of the following:
    • Budget & Financial
    • Communications & Outreach
    • Facilities & Safety
    • Faculty Support
    • Grant & Contracts
    • Human Resources
    • IT Services
    • Regulatory Compliance
    • Strategic Planning
Work Complexity:
  • EE uses an advanced knowledge of skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.
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.
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.
Supervisory:
  • Supervises 1-2 staff.
  • 2 Provides work direction.
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.
  • 1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Benefits:
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 theCOVID-19 and Campus Updateswebpage.

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.


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Northwestern University

Chicago , IL