at Northwestern University in Chicago, Illinois, United States
Job Description
Apply for Job
Job ID50563
LocationChicago, Illinois
Add to Favorite Jobs
Email this Job
Department: MED-Cancer Center
Salary/Grade: EXS/7
Job Summary:
The position will function as an Office Manager for the entire Cancer Center. It will have other administrative assistants reporting to them. As such, will be responsible for key functions, such as: Defines, develops and communicates new standards and best practices, managing the day-to-day operations of the Director's Office,manage faculty calendars for appropriate coverage during important dates (Faculty Recruit Visits/Advisory Boards/Site Visits, etc),patient and/or donor phone triage and coordination of care through former call center knowledge base and experience, supervise a team of administrative assistants tasked with coordinating travel arrangements, ensure appropriate allocations & compliance in line with budget, manage requests/complaints from Faculty concerning admin staff performance scheduling appointments, and providing customer service support, conduct performance reviews on administrative staff members to ensure they are meeting expectations, and ensure coverage for the office.Administers operational, financial, & business functions in support of the area/unit's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost.Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations.May represent business area on internal &/or external administrative affairs by exchanging information.
Specific Responsibilities:
Work Complexity:
EE uses some judgment to adapt an advanced knowledge of skills, methods, practices, policies &/or procedures & a moderate degree of innovation, analysis & reasoning to complete work that is somewhat project oriented & involves some complex problems &/or decisions.
EE administers policy.
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.
Clinical Services:
Manages day-to-day practice operations; demonstrates & ensures that Foundation's mission, values and "Ideal Patient Experience" guidelines, policies & procedures, clinical & service standards & Billing Compliance Program are implemented & maintained.
Identifies service improvement opportunities that will better enable the Practice to achieve its service goals and standards.
Implements corrective actions required as a result of patient satisfaction surveys or other indicators.
Maintains program to review and analyze clinical performance at the faculty member, division, and departmental levels.
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... For full info follow application link.
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.
