Division Administrator 3, Medicine

Senior administrative leader responsible for strategic and operational oversight of a division within the Feinberg School of Medicine. Provides thought leadership to develop and implement administrative initiatives that advance the division’s mission, ensuring effective, compliant, and efficient daily management of all operational, financial, and business functions in coordination with central university offices such as HR, Budget, Facilities, IT, and the Provost. Serves as the division’s expert resource on internal and external business affairs.

Responsibilities

• Work Complexity: Independently plans and prioritizes project-oriented work involving complex, unprecedented problems. Uses extensive experience, innovation, and analysis to adapt advanced knowledge of policies, procedures, and methods. Recommends policy changes to better meet objectives.
• Budget & Financial:
  • Plans, manages, and monitors complex budgets, including appropriated, discretionary, endowment, and gift revenues, as well as research grants.
  • Prepares faculty salary recovery and summer salary; creates and monitors recharge centers.
  • Delegates payroll, purchasing, travel, and entertainment transactions; serves as Level II NU Financials approver and school-level approver in FASIS.
  • Oversees routine budget reconciliation, analyzes budget position, and approves fund reallocations. Stops inappropriate expenses or those against deficit chart strings.
  • Trains staff on NU Financials, Cognos, and FASIS; negotiates vendor purchases and leases.
• Clinical Services:
  • Plans and manages practice administrative functions, operationalizing goals and objectives to support patient care, flow, and customer service.
  • Develops practices, procedures, and metrics to measure success at faculty, division, and department levels; analyzes data and implements improvements.
  • Oversees implementation of the Foundation’s mission, values, and “Ideal Patient Experience” guidelines, policies, and clinical/service standards.
  • Ensures compliance with the Billing Compliance Program and appropriate training for clinical practice management staff.
  • Identifies and acquires space for clinical operations expansion.
• Communications & Outreach:
  • Collaborates with the Office of Alumni Relations to pursue alumni contact and solicitation opportunities.
  • Delegates or manages alumni list/database maintenance, newsletter production/distribution, website management, and special events.
• Facilities & Safety:
  • Manages office, lab, and common areas for strategic space use and routine maintenance; determines and assigns space allocation.
  • Oversees construction projects in coordination with Facilities Management; negotiates space leases.
  • Completes annual SIMS survey; develops and communicates safety plans, ensuring compliance.
  • Monitors facilities condition and responds to Risk Management reports; ensures PI communication regarding ISIS participation.
• Faculty Support:
  • Provides strategic recommendations for faculty appointments, credentialing, and exit processes (retirement/termination).
  • Reviews and recommends policy changes; implements new policies and ensures consistent interpretation.
  • Oversees FASIS implementation and all faculty administrative tasks (colloquium, seminar, travel, COI survey, annual report).
• Grants & Contracts:
  • Manages research administration staff to facilitate and enhance pre- and post-award grant processes and compliance.
  • Builds relationships with PIs and NU research offices; advises on research policy and procedure.
  • Oversees payroll for research appointments and ensures ongoing training for staff and PIs.
• Human Resources:
  • Determines and implements organizational structures aligned with the strategic mission.
  • Manages HR programs, policies, procedures, and talent management lifecycle, including mentoring and training.
  • Oversees recruitment, selection, Performance Excellence plans, and merit increases.
  • Provides consultation on complex performance issues; administers leaves and approves timesheets.
  • Interprets HR policy to maximize effectiveness and meet strategic plan objectives.
• IT Services:
  • Acts as liaison to IT management to ensure technology systems support strategic plan objectives.
  • Ensures appropriation of necessary hardware, software, and network infrastructure from central or internal IT.
  • Issues work order requests directly or through support staff; participates in IT strategy development.
  • Directs activities of a small technology staff.
• Regulatory Compliance:
  • Oversees development and implementation of processes and procedures for safety, security, and compliance programs.
  • Ensures compliance with federal, state, local, and NU laws, regulations, policies, and procedures.
  • Oversees creation and implementation of associated training.
• Strategic Planning:
  • Creates, implements, and manages strategic plans in conjunction with leadership to optimize revenue for faculty recruitment, program development, research expansion, and space planning.
  • Evaluates and prepares plans to maximize opportunities and minimize threats.
  • Reviews and proposes strategic alliances, joint ventures, and key collaborations.
• Student Support:
  • Creates department strategy for structure, process, and staff support of students.
  • Graduate Students: Oversees recruitment, selection, and data entry; resolves administrative issues (RAS forms, stipends, fellowships); organizes new student week; advises students; researches scholarships; manages TA and grader allocations.
  • Undergraduate Students: Organizes new student week and orientation; prepares course schedules; monitors registration and enrollments; resolves student issues; acts as primary contact with School or student organizations.
• Supervisory: Supervises 2+ staff and/or provides work direction to others within or outside the immediate department/division.
• Miscellaneous: Performs other duties as assigned.

Requirements

• Bachelor’s degree in business, accounting, or related field, or an appropriate combination of education and experience.
• 8+ years of administrative experience, including budgets, finance, grants, facilities, and/or human resources.

Skills

• Action oriented: Proactively addresses problems and takes practical action.
• Coachability: Receptive to feedback and committed to continuous improvement.
• Collaboration: Facilitates open communication and teamwork within and across teams.
• Collegiality: Builds strong working relationships and a positive work environment.
• Initiative: Sets ambitious goals, acts decisively, and improves job results without prompting.
• Meets deadlines: Consistently adheres to deadlines.
• Multi-tasking: Manages multiple projects simultaneously.
• Organization: Plans and schedules efficiently, anticipates contingencies, and pays attention to detail.

Pay

Target hiring range: $87,900 – $113,310 per year. Offered salary will be determined by education, experience, knowledge, skills, abilities, internal equity, and market alignment.

Benefits

• Health, dental, vision, disability, and life insurance.
• Paid vacation, holidays, medical/sick leave, and parental leave.
• Tuition benefits for employees and dependents.
• Pre-tax and flex spending accounts for commuting and dependent care.
• Retirement savings options and wellness programs.
• Work-life programs, including flexible work arrangements, childcare, and senior/adult care support.
• Professional growth and development resources, including career development tools and educational opportunities.