Business Administrator 2

Department: Office of the Provost
Salary/Grade: EXS/7

The target hiring range for this position will be $70,000 - $80,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

The Business Administrator 2 (BA2) supports business operations for the Office of the Provost, ensuring effective, compliant, and efficient completion of daily administrative and operational functions. Reporting to the Assistant Provost for Administration and Finance, the BA2 coordinates and executes processes across budget and finance, human resources, IT, facilities, and office management in close partnership with the Administration and Finance team. This role serves as a central resource for the Office of the Provost, prioritizing and responding to business and operational matters, maintaining records and systems, and supporting the unit's broader mission. The BA2 will collaborate with central offices such as Budget and Planning, HR, Facilities, and IT, and represent the Provost's Office on administrative matters by exchanging information and ensuring alignment with University policies and practices.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities:

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:

• Produces, edits, &/or distributes newsletter.
• Manages website, assuring updates are made in a timely manner.
• Plans 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.
• 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.

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.
• Works with the Assistant Provost to develop, implement, and manage human resource processes, including position management, for the Office of the Provost

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.

Miscellaneous

Performs other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• 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.
• 4 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Strong organizational skills, including the ability to take initiative, to collaborate, and to manage projects.
• Strong analytical, critical thinking, and problem-solving skills.
• Excellent interpersonal skills; flexibility; ability to forge productive working relationships with a broad range of constituencies.
• Ability to handle confidential information appropriately.
• Superb attention to detail. Ability to work on multiple projects simultaneously and prioritize as appropriate.
• Service-oriented attitude.
• Advanced skills with Microsoft Outlook, Word, Excel, and PowerPoint.

Preferred Qualifications: (Education and experience)

• Experience working in a complex, matrixed organization, including providing work direction to administrative staff, managing projects and processes independently.

Preferred Competencies: (Skills, knowledge, and abilities)

• Working knowledge of University systems, including NUFinancials, NU Plans, Cognos, and myHR.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn 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 at https://www.northwestern.edu/hr/benefits/work-life/index.html to 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 at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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