Associate Department Administrator 1, Radiation Oncology

Job posting number: #7369286. Posted: August 24, 2026. Application deadline: Open until filled.

About the role

Reporting to a senior administrative position, this role administers operational, financial, and business functions in support of the area/unit's mission, coordinating with central offices such as HR, Budget, Facilities, IT, and the Provost. Implements existing policy and ensures effective, compliant, and efficient completion of daily administrative operations. May represent the business area on internal and/or external administrative affairs by exchanging information.

Work is reviewed for fulfillment of objectives and deadlines, as well as overall compliance with policy and procedures. Some activities are completed without direct supervision, with the employee informing the supervisor only of potentially controversial matters or far-reaching implications.

Responsibilities

• Budget & Financial:
  • Participates in budget determination, including fiscal resource allocation of appropriated, discretionary, endowment, and/or gift revenues.
  • Directly responsible for payroll, purchasing, travel and entertainment (T&E) transactions, and requesting new chart strings using NU protocol.
  • Ensures prompt payment of invoices and researches errors or delayed transactions.
  • Monitors open encumbrances and deficit chart strings.
  • Serves as a Level I and Level II NU Financials approver.
  • Reviews and reconciles actual expenses to budget per NU Audit guidelines.
  • Approves funds reallocation within budget as necessary and appropriate.
• Clinical Services:
  • Manages day-to-day practice operations, ensuring the Foundation’s mission, values, and “Ideal Patient Experience” guidelines, policies, and procedures are implemented and maintained.
  • Identifies service improvement opportunities to better achieve service goals and standards.
  • Implements corrective actions based on patient satisfaction surveys or other indicators.
  • Maintains a program to review and analyze clinical performance at the faculty, division, and departmental levels.
• Communications & Outreach:
  • Works closely with the Office of Alumni Relations to determine opportunities for alumni contact and solicitation.
  • Maintains alumni lists or databases.
  • Produces, edits, and/or distributes newsletters.
  • Manages the website, ensuring timely updates.
  • Plans special events throughout the year, ensuring all logistics are complete.
• Facilities & Safety:
  • Monitors area facilities conditions and directs requests to Facilities Management using FAMIS.
  • Maintains key database and security systems.
  • Works with management to assign staff and/or faculty space, including FM refresh/renovation and furniture purchases.
  • Coordinates setup of furniture, data, and phone lines.
  • Brings requests for building and space improvements to management’s attention.
  • Completes the appropriate section of the annual SIMS survey following NU protocol.
  • Participates in communication of the area safety plan.
  • Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
• Faculty Support:
  • Coordinates faculty recruitment, appointment, and credentialing processes, including placing ads, candidate communication, and visit arrangements.
  • Provides support for preparation of Promotion & Tenure cases.
  • Initiates HRIS appointment paperwork.
  • Arranges colloquium and seminar coordination, as well as faculty travel planning.
• Grants & Contracts:
  • Provides data for grant proposals, develops and/or administers budgets, and submits proposals.
  • Coordinates IRB/IACUC, OSR/ASRSP transactions, and/or effort reporting.
  • Ensures compliance with research safety regulations.
  • Interacts with faculty, staff, and/or funders to build relationships, transfer knowledge, and advise on research policies and procedures.
• Human Resources:
  • Ensures human resources programs, policies, and procedures are implemented and consistently applied.
  • Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information, and optimizing talent).
  • In consultation with management, may administer HR solutions.
  • Maintains an excellent working relationship with the Office of Human Resources.
• IT Services:
  • Acts as liaison to IT to ensure technology systems are properly installed and maintained.
  • Appropriates necessary hardware, software, and network infrastructure services from central or internal IT.
  • Issues work order requests for maintenance, repairs, and upgrades.
• Regulatory Compliance:
  • Ensures compliance with all applicable federal, state, local, and NU laws, regulations, policies, and procedures.
  • Develops innovative methods to assist faculty and staff with adherence to compliance programs.
  • Administers safety and security plans.
• Strategic Planning:
  • Administers and maintains existing strategic operation plans.
  • Recommends changes and improvements to administrative operations to ensure the most effective and efficient use of revenue streams for faculty and staff recruitment, program development, research expansions, and space planning.
• Miscellaneous:
  • Performs other duties as assigned.

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 field; OR appropriate combination of education and experience.
• 2 years of administrative experience including budgets, finance, grants, facilities, and/or human resources; or other relevant experience.