| Department: MED-Mesulam Ctr Cog Neur & Alz
Salary/Grade: EXS/10 Job Summary: The Department/Center Administrator (DA/CA) is the senior administrative position in a department/center within the Feinberg School of Medicine (FSM) & provides thought leadership to develop strategic administrative initiatives that meet the mission of the business area. Oversees the effective, compliant, & efficient daily management of all operational, financial, & business functions in support of the business area's mission & in coordination with central offices such as HR, Budget, Facilities, IT, & Provost. Represents business area on internal & external business affairs & is viewed as an expert resource regarding business area administrative affairs. The Cognitive Neurology and Alzheimer’s Disease Center (CNADC) is a multi-departmental component of the Feinberg School of Medicine. We specialize in the clinical care and scientific study of neurological diseases that interfere with cognition and behavior. Areas of emphasis include age-related memory impairments and dementias. We are focused on Alzheimer’s disease, Primary Progressive Aphasia and Frontotemporal Dementia. Our three interacting missions are to investigate the causes and clinical characteristics of neurodegenerative diseases, to ensure that our patients are the beneficiaries of the latest research advances, and to explore the neural foundations of behavior and cognition in health and disease. Specific Responsibilities: Management of at least 6 of the following: - Budget & Financial
- Clinical Services
- Communications & Outreach
- Facilities & Safety
- Faculty Support
- Grants & Contracts
- Human Resources
- IT Services
- Regulatory Compliance
- Strategic Planning
- Student Support
Work Complexity: - EE uses judgment & an extensive amount of experience to adapt an advanced knowledge of skills, methods, practices, policies & procedures, sometimes without clear precedents, & a considerable degree of innovation, analysis & reasoning to independently plan & prioritize work that is almost all project oriented & involves many extremely difficult problems &/or decisions.
- EE recommends changes to policy to better meet objectives.
Budget & Financial: - Plans & manages complex budget(s) to fund strategic mission including financial sustainability & enhancement models.
- Plans & implements annual budget including fiscal resource allocation of appropriated, discretionary, endowment &/or gift revenues.
- Manages budgets for large volume of research grants.
- Delegates’ payroll, purchasing, travel & entertainment (T&E) transactions & serves as Level II NU Financials approver.
- Oversees routine budget reconciliation & analyzes budget position.
- Approves funds reallocation within budget as necessary & appropriate.
- Responsible to stop an expense that is inappropriate or against deficit chart string.
- Knowledgeable in NU Financials, Cognos & FASIS; oversees staff training in same.
- Play active development role for CNADC.
- Lead grassroots fundraising campaigns bringing in new donors to the Northwestern community.
- Manage relationships with Center donors including CNADC advisory board.
- Develop proposals for potential donors.
- Assist development in all stewardship reporting.
Clinical Services: - Plans & manages Practice administrative functions; operationalizes goals & objectives; ensures that staffing is appropriate to support patient care, patient flow, & customer service; creates associated practices & procedures & metrics to measure success at the faculty member, division & department levels; analyzes data & recommends & implements changes & improvement to better ensure attainment of mission.
- Oversees implementation of Foundation’s mission, values and “Ideal Patient Experience” guidelines, policies & procedures, clinical & service standards & Billing Compliance Program.
- Oversees & ensures that day-to-day operations are appropriately managed and that they are efficient and effective.
- Ensures all staff members responsible for clinical practice management receive and maintain appropriate training related to their position responsibilities.
- Identifies and acquires appropriate space for the department to develop and expand clinical operations.
- Responsible for the day-to-day operations of the Neurobehavioral and Memory Health Clinic under the Center Director and the Clinical Director. Works as liaison between the Departments of Psychiatry and Neurology (through NMG) to setup providers, for billing issues and credentialing. Overseeing billing issues, patient complaints and administrative operational issues in the clinic as needed.
Communications & Outreach: - Delegates or completes maintenance of alumni lists or database; production, edit &/or distribution of newsletter; &/or management of website, & special events.
Facilities & Safety: - Manages office, lab & common areas to ensure strategic use of available space & routine maintenance.
- Determines & assigns space allocation.
- Oversees/completes annual SIMS survey following NU protocol.
- Develops safety plan & ensures communication & compliance.
- Monitors facilities condition & responds to Risk Management reports.
- Ensures communication with Principal Investigators (PIs) regarding ISIS participation.
Faculty Support: - Provides strategic recommendation for management of faculty appointments, credentialing & exit (retirement & termination) processes.
- Reviews policies, recommends changes, implements new & ensures consistent interpretation.
- Participates in creation & implementation of FASIS.
- Oversees all aspects of faculty administrative tasks (colloquium, seminar, travel, faculty COI survey, annual report) ensuring optimal faculty support.
Grants & Contracts: - Manages professional research administration support staff in order to facilitate & enhance all administrative grant processes & related compliance.
- Responsible for pre- & post-award administration completed by research administrators.
- Builds relationships with Principal Investigators (PIs) & NU research associated offices; transfers knowledge & advises on research policy & procedure.
- Oversees payroll for research appointments.
- Ensures on-going training of support staff & PIs for optimal operations & compliance.
- Play active research role on two other NIH Alzheimer’s Disease Center Cores outside of the Administrative Core (Data Management and Statistics Core & Outreach and Recruitment Core)
- Leadership role in clinical trials from deciding study feasibility to driving recruitment strategies.
Human Resources: - Determines & implements organizational structures to align with strategic mission.
- Manages implementation of human resource programs, policies, procedures & talent management lifecycle & related mentoring & training.
- Oversees recruitment & selection process; Performance Excellence plan for each employee; & merit increase process.
- Manages & provides consultation regarding complex performance problems & issues; administers leaves; approves timesheets & oversees completion of annual staff Conflict of Interest survey.
- Interprets HR policy to maximize effectiveness of HR administration to meet strategic plan objectives.
IT Services: - Acts as liaison to IT management to ensure technology systems are available to meet objectives of strategic plan.
Regulatory Compliance: - Oversees development & implementation of processes & procedures for all safety, security & compliance programs & ensures compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures.
- Oversees creation &/or implementation of associated training.
Strategic Planning: - Creates, implements, & manages, in conjunction with leadership, strategic plans to best utilize revenue for key faculty recruitments, program development, and research expansion, space planning. etc.
- Evaluates & prepares plans to maximize opportunities & minimize threats.
- Reviews & proposes strategic alliances, joint ventures & key collaborations with internal & external organizations.
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