Payroll and Professional Affairs Program Coordinator

Department: MED-Mesulam Ctr Cog Neur & Alz
Salary/Grade: EXS/5

Target hiring range for this position will be between be $51,346.00 - $64,473.00. 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.

Job Summary:

The Mesulam Institute for Cognitive Neurology and Alzheimer's Disease Center 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.

Provides management for an education, research &/or operations program/project, recommending goals, assessing feasibility and ongoing performance & providing day-to-day oversight of administrative & operational functions.

The program/project is summarized below. (Definitions: Program: plan or system of taking action toward a goal. Project: planned actions with specified beginning & end.)

Specific Responsibilities:

Faculty Support

• Coordinates faculty recruitment, appointment & credentialing processes including placing ads, candidate communication & visit.
• Provides support for preparation of Promotion & Tenure cases.
• Initiates FASIS appointment paperwork.
• Arranges colloquium & seminar coordination, & faculty travel planning.
• Supports faculty in development and approval of new courses, faculty payments, classroom coordination, evaluations, and grading.

Human Resources

• Ensures human resources programs, policies, & procedures are implemented & consistently applied.
• Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information & optimizing talent.)
• In consultation with management & Central HR, administers HR solutions.
• Maintains excellent working relationship with Office of Human Resources.

Payroll

• Maintain and update NUPAD entries for new hires and appointment changes; communicate updates to Institute Administrator (IA) and Research Administrators (RAs).
• Support IA and RAs with funding entry and ensure full fiscal-year funding for all personnel.
• Review NUPAD and myHR funding to identify and resolve gaps prior to suspense.
• Process funding changes throughout the fiscal year and maintain accurate funding and journal tracking.
• Run suspense reports each payroll cycle and clear suspense in accordance with FSM deadlines.
• Conduct monthly payroll analysis and prepare journals as needed.
• Ensure compliance with FSM payroll calendar, HR policies, and documentation requirements.
• Track payroll submissions and approvals; maintain audit-ready payroll records.
• Serve as primary departmental contact for payroll questions and communicate deadlines and policy updates.
• Collaborate with HR and administrative partners to resolve payroll discrepancies.
• Process supplemental, additional, and special pay in compliance with Northwestern policies.
• Maintain accurate approver lists and ensure all payroll actions meet institutional guidelines.

Regulatory Compliance

• Ensures compliance with all necessary organizations.
• Prepares documentation as required.
• Interfaces with accreditation bodies.
• Acts as the regulatory and compliance officer.

Strategic Planning

• Administers & maintains existing strategic plans.
• Participates with area/unit senior staff in the conceptualization, development and presentation of materials used in functional operations.

Student Support

• Completes program/project logistical details such as scheduling, curriculum, facilities, technology, registration, enrollment, audits, etc.
• Advises students regarding admissions, academic, career and development matters.
• Reads & evaluates admissions files and participates in candidate selection.
• Interviews and screens applicants.
• Implements strategy regarding structure, process, & staff support of students in compliance with NU policy.
• Resolves administrative issues (RAS forms, stipends, monitors fellowships, etc.)
• Organizes new student activities.
• Tracks data entry of grades into CAESAR, assuring faculty completes process by deadline.

Supervision

Supervises 1-2 staff &/or provides work direction.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.

1 year program/project administration or other relevant experience.

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

• Organization, time management, detail oriented
• Multi-tasking, communication
• Self-starter, diplomatic, pro-active, manage stress
• Managing people
• Action oriented - Willing or likely to take practical action to deal with a problem or situation.
• Coachability - Receptive to feedback, willing to learn, embracing continuous improvement.
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team.
• Collegiality - Helpful, respectful, approachable; builds strong working relationships and a positive work environment.
• Initiative - Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
• Meets deadlines - Displays consistency and success in adhering to deadlines.
• Multi-tasking - Demonstrates ability to work on multiple projects simultaneously.

Organization - Plans, organizes, and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail.

Preferred Qualifications: (Education and experience)

Operation/programmatic management experience

Preferred Competencies: (Skills, knowledge, and abilities)

• Customer Focus - Regularly monitors customer satisfaction; provides suggestions to improve quality and value to the customer
• Collaboration - Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.

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.