Director, Dean's Operations

Department: MED-Administrative Operations
Salary/Grade: EXS/12

Job Summary:

Reporting to the Executive Director for Administration, the Director, Dean's Operations is responsible for managing all administrative operations within Dean's Administration. This includes management, coordination, direction and policy development in areas of budget, finance, facilities, operations, human resources and support services within the Dean's Office, Communications, Development, Faculty Affairs, Regulatory Affairs, FSMIT, Special Events, Administration, and Research, with support to the Senior Director of Education as needed. The primary responsibilities of this position include creating and maintaining appropriate financial plans and corresponding controls; overseeing administrative processes; ensuring proper compliance; managing and maintaining office space and other related facilities; providing human resource management for all members of the indicated units; and providing a professional administrative support structure within the Dean's Office and other units as necessary.

This position serves as a point of reference for all school units' administrative functions and operations, providing lead oversight and management as needed. As a liaison to the University on staff human resources issues in the medical school, this position oversees HR administrative processes related to the employee life-cycle for staff. This role collaborates on incorporating FSM processes with University workflow. This role is the lead HR administrator for the medical school, and responsible for the oversight and implementation of HR policy within the school for all staff.

Specific Responsibilities:

• Ensures that university human resources programs, policies and procedures (recruitment, hiring, performance management, salary administration, additional pay, progressive discipline and terminations) are implemented and consistently applied to all employees in the medical school. Develops annual review cycles, to evaluate areas of need or equity and requests.
• Identifies and recommends ideas to increase efficiency, ensure consistent administration, and compliance. Assists individual units with human resources management and recruitment activities, providing direction and coordination of staff effort outside of immediate unit to accomplish tasks.
• Meets regularly with University Human Resources staff to ensure communication, and collaboration. Represents the school on university, and other committees, as necessary. Maintains excellent working relationship with NU Office of Human Resources, acting as a liaison between school and NU HR.
• Assists all Dean's Administration units with planning, implementing and executing annual operating budgets for all sources of funding, specifically focusing on the Dean's Office, Communications, Development, Faculty Affairs, Regulatory Affairs, FSMIT, Special Events, Administration, and Research, with support to Education as needed.
• Prepares recommendations for fiscal and administrative resource allocation. Creates, implements, and manages financial reporting system that provides timely and accurate information to account owners.
• Provides financial management control structure and implements department-wide policies regarding financials. Approves funds reallocation within budgets as necessary and appropriate.
• Works closely with FSM Finance to maintain financial responsibility within all Dean's Administration units.
• Develops and nurtures collaborations to exchange best practices and state-of-the-art innovations designed to engage, enhance, mentor, and promote staff morale, satisfaction, and performance. Creates and implements associated professional development opportunities.
• Plans, coordinates, and manages leadership and development programs and program committees for Feinberg staff. Acts as mentor and resource to participants and planning committees, ensuring successful implementation and completion of programs.
• Leads all staff engagement efforts and initiatives, responding and revising action plans to staff needs and feedback. Identifies and oversee work groups to develop programming. Collaborates with HR on implementation of surveys, and cross-functional components to action planning.
• Reviews administrative processes, partnerships, and collaborations and develops and recommends enhancements designed to maximize efficiencies, minimize costs, mitigate risks, and ensure attainment of Dean's Administration mission and strategic goals.
• Develops and implements best practices based on University guidelines. Serves as critical contributor for Dean's Administration strategic initiatives. Identifies areas of strategic growth or improvement, convenes stakeholder parties and develops action plan for change.
• Oversees development and implementation of processes and procedures for all safety and security programs and ensures compliance with all applicable federal, state, local and NU laws, regulations, policies and procedures. Oversees creation and implementation of associated training.
• Partner with Executive Director of Research Facilities on development and execution of an emergency plan for FSM, with guidance from University Risk Management. Communicate regularly with the Director of Emergency Planning for the University regarding new policies and regulations. Discuss and collaborate with other Chicago campus entities (Kellogg School of Management, School of Law, Northwestern Memorial Hospital, Prentice Women's Hospital, etc) to establish joint and complimentary plans.
• Participate in University-wide initiatives to ensure faculty, students and staff safety in the event of an emergency. Routinely educate FSM departments to emergency plans established.
• Plans strategic use and management of all available public space. Determines and oversees any classroom or public space renovations, space projects and related budget. Oversees administration to EMS, Feinberg's scheduling software, delegating management and expansion of use to support staff, as necessary.
• Oversees contracted activities for School food services, including contract negotiation and management. Serves as primary point of contract to vendor, and reviews recommendations for service efforts and initiatives.
• Partners with FSM Education Technologies for strategic vision and implementation of audio-visual equipment and learning technologies for Feinberg classrooms. Serves as advisor and primary point of contact for investment and improvements.
• Mentors, leads, and develops administrative staff within Dean's Office.
• Collaborates and partners with other administrative units and departments on process and workflow improvements. Reviews and recommends school-wide implementation for new initiatives and/or improvements.

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 computer science, information technology, or related; OR appropriate combination of education and experience.
• Eight or more years' experience in progressively more responsible positions with directly related experience working in the following areas: budgets and finance, facilities, human resources, or other relevant experience required

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

• Demonstrated leadership ability;
• Ability to work with all levels of staff and management;
• Professional presence/demeanor;
• Critical thinking skills;
• Knowledge of applicable regulations;
• Ability to work on multiple projects;
• Advanced experience with Word and Excel;
• Advanced problem solving skills;
• Effective oral and written communication skills;
• High level of attention to detail;
• Ability to create and manage a budget;
• Ability to work in a matrix organization structure.

Preferred Qualifications:

• Experience working for an academic medical center is preferred; Master's degree in a related field is preferred.

Target hiring range for this position will be between $110,260 to $160,000 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.

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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.