Job Summary: The Department Manager is an integral part of the Kellogg faculty support infrastructure, providing primary administrative oversight to the Finance and Accounting Information & Management departments. Reporting to the Senior Director of Faculty Affairs and Faculty Support, the department manager and works closely with department leadership and serves as the senior administrator for all academic operations, supervising the administrative staff and functioning as the central liaison to the department chairs, faculty, and doctoral students. In collaboration with administrative support areas across the school, the department manager builds cross-departmental expertise and enhances operational excellence in financial stewardship, course logistics, academic events, and research support.
Supports faculty community by delivering and developing best practices and standard operating procedures within a collaborative, team-oriented environment. Within the department and in collaboration with school administrative teams coordinates course planning and logistics, seminar programming, and PhD student recruitment. Oversees student, temporary staff, and contractor hiring to support of teaching and research, and works closely with department leadership to ensure all curricular support needs are met. Ensures the highest level of service is delivered to all faculty, staff, and visitors. Represents the department in internal and external administrative affairs by exchanging information and making recommendations. Oversees departmental operations related to faculty recruitment in coordination with school administration.
Tactical implementation of the following:
Budget & Financial
Facilities & Safety
Grants & Contracts
EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures & a moderate degree of innovation, analysis, & reasoning to plan & prioritize work that is primarily project oriented & involves some extremely difficult problems and/or decisions.
EE interprets policy.
Budget & Financial:
Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
Typically involved in the budget management of numerous research grants.
Responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chartstrings using NU protocol.
Oversees prompt payment of invoices & related research of errors.
Monitors open encumbrances & deficit chartstrings.
Level II approver in NUFS.
Routinely reviews & reconciles actual expenses to budget per NU Audit guidelines.
Approves funds reallocation within budget as necessary & appropriate.
Responsible to stop an expense that is inappropriate or against deficit chartstring.
Negotiates with vendors for purchases & leases.
Facilities & Safety:
Monitors area facilities conditions & directs requests to Facilities Management.
Maintains key database & security.
Works with management to assign staff and/or faculty space including appropriate FM refresh/renovation & furniture purchase.
Coordinates set up of furniture, data, phone lines, and/or renovations.
Manages administration of faculty recruitment including ads, candidate communication, interview & visit.
Assists in the preparation of Promotion & Tenure cases.
Prepares academic year course schedule; monitors course registration & enrollments.
Resolves student issues.
Acts as primary contact with School or student organizations.
Supervises two or more staff and/or provide work direction to others.
Provides direction to or coordinate administrative effort of staff within or outside of immediate dept. or division.
Performs 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.
5 years' administrative experience including budgets, finance, grants, facilities, and/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Strong organizational skills and attention to detail
Ability to communicate effectively and diplomatically, both verbally and in writing
Proven leadership ability in a matrixed reporting environment
Demonstrated ability to work in a fast-paced environment
Familiarity with university and research settings
Ability to proactively identify and address needs
Strong interpersonal skills, consultative and collaborative
Master’s degree preferred
Experience in an educational setting with a focus on supporting faculty excellence
3-5 years management experience leading dynamic teams
Preferred Competencies: (Skills, knowledge, and abilities)
Interest in fields of economics, accounting, or finance
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. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 36367
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.