Located at Northwestern University’s San Francisco campus, the Site Manager reports to the Assistant Provost for Budget, Facilities and Analysis, and administers operational, financial, & business functions in support of the University’s San Francisco campus, and in coordination with central offices (located in Evanston), such as HR, Budget, Facilities, IT, and the Provost, as well as coordination with the University’s San Francisco office of Alumni Relations and Development. Implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations. Coordination and administration of Budget & Financial, Communications & Outreach, Facilities & Safety, Faculty Support, Human Resources, IT Services, Regulatory Compliance, and Student Support. Uses 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. Administers policy. Oversees one staff position as well as student workers and temps.
Please note: Work schedule may fluctuate daily, depending upon the activity of the site. Flexibility required.
Financial and HR Operations
- Manages day-to-day operations; directly responsible for payroll, purchasing, travel & entertainment (T&E) transactions & requesting new chart strings using the University’s protocol.
- Oversees and ensures prompt payment of invoices; directs research into errors/delayed transactions.
- Monitors open encumbrances & deficit chart strings.
- Approves financial transactions, as appropriate.
- Routinely reviews & reconciles actual expenses to budget per NU Audit guidelines.
- Approves funds reallocation within budget as necessary & appropriate.
- Negotiates with vendors as appropriate.
- Prioritizes & distributes staff workload
- Oversees work-study students and temporary employees.
- Oversees Performance Excellence plan for each employee & prepares annual review. Manages performance problems, administers leaves, approves timesheets & oversees completion of annual staff Conflict of Interest survey.
- Institutes departmental policy & implements school & NU policy.
Communication and Outreach
- Works closely with the Office of Alumni Relations in San Francisco to determine opportunities for alumni contact & solicitation.
- Maintains visitor lists or database; works with Office of Alumni Relations & Development to help maintain information, as appropriate.
- Produces, edits, &/or distributes communications to students, staff and faculty, as requested.
- 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, as appropriate, to building management.
- Maintains key database & security; oversees access requests.
- Assigns staff, student, visitor &/or faculty space, as requested.
- Coordinates set up of furniture, data & phone lines &/or renovations.
- Brings requests for building & space improvements to attention of management.
- Completes appropriate section of SIMS survey following University protocol.
- Assists with the creation of area safety plan and ensures the communication of the plan.
- Acts as liaison to IT to ensure technology systems are properly installed & maintained; assists on-site AV Systems Engineer with day-to-day support of IT systems
- Appropriates necessary hardware, software & network infrastructure services from central or internal IT.
- Responds to requests for immediate assistance related to technology systems; assists with IT issues
- Produces work order requests for maintenance, repairs & upgrades, as requested.
- Assists faculty, students and visitors with IT support, as needed.
- Manages implementation of all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
- Develops innovative methods to assist faculty, staff and students with adherence to compliance programs.
- Administers safety & security plans.
- Performs other duties as assigned.
- 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 to 5 years' administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
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. Hiring is contingent upon eligibility to work in the United States.