Northwestern University Hiring for Senior Director of Business Operations at Evanston, IL  Full Time

Department: NUL Business Operations Supp
Salary/Grade: EXS/12

Job Summary:

The Senior Director of Business Operations is a senior non-faculty administrative position in the University Libraries, a school-level unit. The senior director provides thought leadership in developing strategic administrative initiatives. Oversees the effective, compliant, and efficient daily management of operational, financial, and business functions in support of the libraries’ mission and in coordination with central offices such as HR, Budget, Facilities, IT, and the provost Office. Represents the libraries on internal and external business affairs and viewed as an expert resource regarding business functions and administrative affairs. The senior director is a member of the libraries’ executive leadership team, and directly reports to the Dean of Libraries. Anticipated direct supervisory responsibility for the Financial Coordinator and Financial Assistant, as well as the Facilities and Building Operations Manager, but specific portfolio to be determined based on qualifications and organizational needs.

Please note: Supervisor provides overall objectives. Work is reviewed for fulfillment of objectives and adherence to policy and/or financial and/or legal requirements. ED completes activities without direction and with a great deal of job autonomy, recommending actions to supervisor in regard to major or far-reaching new or unusual circumstances.

Please Note: The anticipated salary range is $112,000 – $133,000. Offers are dependent on experience, education, and equity within Northwestern University. This position is eligible for some remote work. When applying, we ask that you submit a cover letter in addition to your resume. First consideration for applications received by June 14, 2024.

Specific Responsibilities:

Areas of Responsibility: Management of at least 6 of the following:

• Budget and Financial
• Facilities and Safety
• Faculty Support
• Grants, Contracts and Endowments
• Regulatory Compliance
• Strategic Planning
• Assessment and Analytics

Budget and Financial:

• Plans and manages complex budget(s) to fund strategic mission including financial sustainability and enhancement models.
• Serves as primary contact with NU Controller and Budget Office.
• Plans and implements annual budget and quarterly forecast reporting, including fiscal resource allocation of appropriated, discretionary, endowment and/or gift revenues.
• Delegates payroll, purchasing, travel and entertainment (T&E) transactions and serves as Level II NU Financials approver.
• Serves as school level approver in MyHR.
• Oversees routine budget reconciliation and analyzes budget position.
• Approves funds reallocation within budget as necessary and appropriate.
• Responsible for reviewing, approving, and declining expenses as appropriate.
• Knowledgeable in NUFinancials, NUPlans, Cognos, InfoEd, iBuyNU, FAMIS, ALMA, and myHR; oversees staff training in these systems, as necessary.
• Negotiates with vendors for purchases and leases.

Business Operations and Services:

• Coordinates and oversees business office alongside overseeing facilities, safety operations and receiving room services. Implements goals and objectives, ensuring appropriate staffing levels to support workflow and customer service.
• Develops associated practices, procedures, and metrics to evaluate success at different organizational levels. Analyzes data, proposes improvements, and implements changes to enhance library’s mission.
• Ensures that day-to-day operations are appropriately managed, efficient, and effective.
• Ensures all staff members in the department receive and maintain appropriate training related to their position responsibilities.
• Collaborates with Facilities Manager to identify appropriate space allocation for departments to develop, improve, and expand operations and services.
• Identifies opportunities to create efficiencies and streamline processes to optimize resource allocation.

Supervision:

• Directly supervises full-time employees; indirectly supervises other department staff and student workers.
• Fulfills responsibilities of department leadership in the NU Libraries, which include careful management of resources; regular reporting and communication; compliance with university and libraries policies; and participation in committees, meetings, and other organization-level staff activities.
• Provides direction to or coordinates administrative effort of staff within or outside of immediate department.

Grants, Contracts and Endowments:

• Works closely with Dean, Deputy University Librarian, Librarian Faculty, and others to identify grant opportunities and ensure alignment with overall strategy of the libraries and university.
• Contributes to development of grant proposals and manages research administration support operations in order to facilitate and enhance all administrative grant processes and related compliance.
• Reviews and approves pre-and post-award administration completed by research administrators.
• Builds relationships with Principal Investigators (PIs) and NU research associated offices; transfers knowledge and advises on research policy and procedure.
• Manages payroll for research appointments.
• Ensures on-going training of support staff and Principal Investigators (PIs) for optimal operations and compliance.

Facilities, Safety and Welcome Desk:

• In collaboration with Facilities Manager, provides guidance for the assignment and management of staff offices, staff common areas, and public service areas to ensure strategic use of available space and routine maintenance.
• Consults with Facilities Manager on construction projects in coordination with Facilities Management.
• Negotiates leases or other agreements defining use of space in collaboration with Facilities Manager and the Executive Team.
• Receives updates regarding completion of annual Space Information Management System (SIMS) survey.
• Collaborates in the development of safety plans and ensures broad communication and compliance.

Human Resources:

• In collaboration with the Organizational Development department, ensures that recruitment, payroll, and other HR functions are synchronized with budget and financial processes and structures.
• Collaborates on salary planning for the faculty hiring plan.

Regulatory Compliance:

• Oversees development and implementation of processes and procedures for all safety and operations-related compliance programs; ensures compliance with all applicable federal, state, local and NU laws, regulations, policies, and procedures.
• Oversees creation and/or implementation of associated training.

Strategic Planning, Implementation:

• In collaboration with other department heads as part of the libraries’ leadership team, implements, manages, and evaluates strategic plans that best utilize revenue for program development and research expansion.
• Holds primary leadership accountability for budgeting and financial management, emergency preparedness, and business continuity planning.

Work Complexity:

• Understands and embraces the library’s strategic vision and priorities.
• Utilizes managerial judgment, deep financial understanding, and business planning skills to develop complex solutions while effectively managing the library’s annual budget of approximately $37M+ to advance the library’s vision.
• Interprets, analyzes, and effectively communicates complex financial and business data to others. Proficiently navigates ambiguous information, independently prioritizing project-oriented tasks within challenging time constraints when necessary.
• Represents the library at campus-wide financial, business, and facility management committees, advocating for the library’s needs.
• Collaborates with the Dean, Deputy University Librarian, and Organizational Development/Human Resources to manage financial aspects of the Union’s Collective Bargaining Agreement (CBA).
• Partners with Organizational Development/Human Resources to develop and implement staffing strategies.
• Recommends updates and adjustments to financial and operational policies and procedures to ensure alignment with the organization’s changing business requirements.

Miscellaneous

Performs other duties as assigned.

Minimum 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; OR appropriate combination of education and experience.
• 8 years of administrative experience including budgets, finance, grants, facilities, and/or human resources; or other relevant experience.
• 5+ years of successfully leading and managing direct reports or teams

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

• High-level of competence in Excel and/or Tableau; experience with financial management software in a university or other large corporate environment.
• Excellent written and oral communication skills.
• Ability to establish and uphold high standards for confidentiality, customer service, data- driven decision-making, and continuous improvement.
• Demonstrated commitment to Diversity, Equity, Inclusion and Access (DEIA).

Preferred Qualifications:

• MBA, MPA, or comparable education in financial, managerial, or non-profit administration.
• Experience managing operations and services in a library or other academic environment.
• Experience working in or managing facilities and/or security functions.

Preferred Competencies: (Skills, knowledge, and abilities)

• Ability to use project management and presentation software.
• Familiarity with learning organization concepts and practices.
• Knowledge of safety, environmental, building codes, and regulations.

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 strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

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. Click for information on EEO is the Law.

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