Business Administrator

Department and Salary

Department: WCAS Physics & Astronomy
Salary/Grade: EXS/7

A center for global excellence in undergraduate and graduate education and research, Northwestern's Department of Physics & Astronomy (P&A) seeks a self‑directed Business Administrator to help support its mission. The Business Administrator supports the research and business operations for the Center for Fundamental Physics (CFP) and for P&A, ensuring the accurate recording of financials, the precise and timely submission of proposals, the smooth functioning of the labs, and a positive experience for all group members.

This position supports the CFP 50% and P&A 50%.

This is a full‑time position that works largely on‑site with some opportunities for remote work.

The target hiring range for this position is between $64,000- $78,849 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.

• Financial Administration:
  Ensure PI accounts updated, reconciled and monitored. Track PI funding and position charges. Complete monthly reconciliations and hold meetings with each PI to discuss financials. Provide quarterly department financial reports.
• Research Administration:
  Maintain documentation for research proposals, read grant applications and prepare required documentation. Submit proposals, coordinate with OSR and ASRSP on transactions and effort reporting. Ensure compliance with research safety regulations.
• Student Funding:
  Accurately record and input quarterly graduate student funding data with PI and ASRSP as needed.
• Faculty Salary:
  Work with faculty to determine Academic and Summer salary needs. Verify payroll confirmation and released funds with Dean's Office before fiscal year end.
• Regulatory Compliance:
  Ensure compliance with all applicable federal, state, local and Northwestern laws, regulations, policies and procedures. Complete monthly RCR training compliance reports. Create and distribute annual thank‑you letters to donors.
• Administration:
  Recommend changes and improvements to administrative processes to produce results. Respond to faculty and staff inquiries regarding spending, hiring, funding and allowability in a timely manner.
• Management:
  Supervise one exempt staff position and provide direction, motivation and professional development opportunities. Responsible for the annual performance review.
• Events:
  Schedule and manage annual Heilborn lectures, weekly CFP colloquia and other events. Be present and available to assist as needed.

• Full 4‑year course of study leading to a bachelor’s degree in business, accounting or related field, or appropriate combination of education and experience.
• 4 years of administrative experience including budgets, finance, grants, facilities or human resources.

• Strong financial acumen and computer skills.
• Ability to work independently.
• Self‑motivated and takes initiative.
• Resourceful and reliable.

• At least three years of financial management experience.
• Previous higher education experience.

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Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. 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.