Administrative Director

Department: Kellogg GPRL
Salary/Grade: EXS/9

Job Summary:

The Global Poverty Research Lab (GPRL) is a research center based at the Kellogg School of Management at Northwestern University that generates rigorous, field-based research that informs solutions to global poverty. Reporting to the Senior Director, GPRL, the Administrative Director manages and coordinates GPRL's financial, operational, and administrative functions supporting a dynamic team of 22 staff, 5 postdoctoral fellows, 10-15 student researchers, and 8-10 consultants.

This position plays a central role in ensuring the efficient execution of GPRL's growing portfolio of global research projects. The Administrative Director oversees budgeting and financial management, supports grant and contract administration, manages complex logistical and operational processes, and ensures alignment with Northwestern University's business and compliance standards. This role offers the opportunity to strengthen administrative systems supporting GPRL's expanding global research portfolio and to collaborate across Kellogg and University units to advance its mission.

The ideal candidate will be a detail-oriented professional who thrives in a fast-paced, collaborative environment.

Please note: Supervisor provides overall objectives and collaborates with the employee to establish deadlines. Work is reviewed for fulfillment of objectives and overall compliance with policy and procedures. The employee completes the majority of activities independently, consulting on new or unusual circumstances.

Specific Responsibilities:

Strategic Planning:

• Manages and implements strategic operation plans.
  • Develop and implement operational systems, policies, and procedures to strengthen GPRL's administrative infrastructure.
  • Identify and implement process improvements that enhance operational efficiency and compliance.
• Reviews plans, meets with leadership & key faculty & staff, & recommends
• changes & improvements to administrative operations to better meet
• organizational needs & objectives.
  • Coordinate cross-functional planning processes to support the Lab's research expansion, facilities planning, and resource allocation.
  • Contribute to short- and long-term operational planning in collaboration with the Senior Director, PI Directors and the research management team.

Budget & Financial:

• Serves a primary role in the development & implementation of annual budget including fiscal resource allocation of appropriated, discretionary, endowment & gift revenues.
  • Leads the annual budget development process for both operational and research activities.
  • Ensures adherence to university financial policies and sponsor regulations, maintaining strong internal controls.
• Typically involved in the budget management of numerous research grants.
  • Monitors, reconciles, and projects expenses across multiple accounts, including sponsored research grants, gift accounts, and core GPRL funds.
• Responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chartstrings using NU protocol.
  • Oversees reconciliation and reporting using NU Financials and Cognos, ensuring timely and accurate processing.
  • Oversees payroll for research appointments.
• Approves funds reallocation within budget as necessary & appropriate.
  • Prepares budget analyses and reports to inform strategic decision-making.
• Negotiates with vendors for purchases and leases.
  • Manages vendor relationships, purchasing, and contract payments; reviews and approves financial transactions.

Grants & Contracts:

• Oversees &/or completes pre- & post-award research administration.
  • Supports pre-award and post-award administration for complex, multi-partner research grants (federal, foundation, and international sponsor portfolios).
  • Coordinates with the Office for Sponsored Research to ensure timely submission of proposals and reports.
  • Supports the development of new funding proposals by assisting with budgeting and documentation.
• Utilizes established systems (effort reporting, direct cost charging/SDA, & financial reporting) to ensure compliance with all applicable regulations.
  • Maintains records of active and pending awards and track deliverables and compliance obligations.
• Interacts with Principal Investigators (PIs) to build relationships, transfer knowledge & advise on research policies & procedures.
  • Liaises with Principal Investigators and Research Managers to ensure expenditures align with project budgets and funder requirements.
  • Provides appropriate training for staff & PIs.

Facilities & Safety:

• Monitors area facilities conditions & directs requests to Facilities Management using FAMIS.
  • Oversees day-to-day administrative and operational needs of the lab, including facilities coordination, space planning, and equipment management.
• Works with management to assign staff &/or faculty space including appropriate FM refresh/renovation & furniture purchase
  • Maintains accurate records of office and research space usage, ensuring efficient allocation and use of resources.
• Supports development and communication of department safety plans and ensures compliance with university safety standards.

IT Services:

• Acts as a liaison to IT to ensure technology systems are properly installed & maintained & meet the informational, analytical & computing needs of users.
  • Serves as the primary liaison to Northwestern IT to ensure that GPRL's technology systems, databases, and platforms are properly maintained and meet the research and administrative needs of the lab.
• Ensures necessary hardware, software & network infrastructure services are appropriated from central or internal IT.
  • Ensures that technology infrastructure and platforms support the lab's research, data management, and administrative needs in a secure, compliant, and efficient manner.
  • Oversees hardware, software, and licensing needs, ensuring compliance with university and sponsor data security requirements.
• Manages requests for system updates, troubleshooting, and user access in coordination with central IT and data security offices.
• Supports the integration of technology tools that enhance operational efficiency, such as project tracking, data collection, and collaboration systems.

Regulatory Compliance:

• Manages implementation of all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
  • Ensures compliance with university and sponsor policies on procurement, data management, and travel.
  • Maintains awareness of university risk management standards and ensures lab operations meet safety and security requirements.
• Develops innovative methods to assist faculty & staff with adherence to grantor compliance programs.
  • Collaborates with central compliance offices to uphold research integrity and adherence to grantor regulations.
  • Maintains documentation of compliance processes and participates in internal or sponsor audits as required.

Supervisory:

• Supervises 2 or more staff &/or provide work direction to others.
• Provides direction to or coordinate administrative effort of staff within or outside of immediate dept or division.

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.

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

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

• Proficiency in financial systems and reporting; ability to build collaborative relationships; commitment to diversity and inclusion; adaptability and resourcefulness.

• Demonstrated ability to manage complex budgets and multi-faceted projects.

• Strong organizational, analytical, and communication skills.

• Proven ability to manage competing priorities in a dynamic environment.

Preferred Qualifications:

• Experience in research administration or university operations.

• Familiarity with Northwestern University's financial and administrative systems.

• Experience working with international teams or projects.

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong analytical and decision-making abilities.

Target hiring range for this position will be $85,000 - $100,000 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.

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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