General Summary: 

Reporting to the Engineering Department Chair, the Administrative Manager will work closely with the Chair and serve as a liaison to the College of Science and Mathematics (CSM) Dean's Office, the Unified Procurement Services Team (UPST), the Office of Graduate Studies (OGS), the Office of Research and Sponsored Programs (ORSP), Human Resources (HR), and other relevant stakeholders on matters related to the department's finances, budget, personnel actions, student requests, and day-to-day administrative operations. The incumbent will directly supervise staff and serve as the main point of contact for the department.

The incumbent will also assist with grant-funded activities within the Engineering Department and manage the departmental budget in support of the department's teaching, research, and graduate education goals. The Administrative Manager will assist and represent the department on various committees and will oversee critical departmental functions, including course scheduling, budgeting, post-award grant support, and human resource activities. Responsibilities include, but are not limited to, budget preparation, funding and expenditure reporting, account maintenance, grant-related purchasing, and personnel actions.

Examples of Duties: 

FINANCIAL MANAGEMENT

• Administer departmental budget in support of teaching, research and faculty participation in graduate programs; manage departmental subsidiary accounts, RTF accounts, and all sponsored program accounts; provide oversight of all departmental purchasing and equipment for teaching and tutoring laboratories.
• Act as the primary agent for departmental purchasing for all teaching and research activities particularly those funded by external grants; assist with Procard reallocation and purchasing related to all expenditures for faculty and Principal Investigators (PIs).
• Manage, oversee and coordinate purchasing and accounting activities; work closely with the Directors of Technical Operations on the purchasing of equipment.
• Responsible for the post-award financial management and administration functions associated with grants including account maintenance, personnel actions, funding and expenditure reporting, grant-related purchasing activities and preparation of all grant-related financial and personnel paperwork; collaborate with principal investigators to prepare spending plans and financial reports for all ongoing grants.
• Collaborate with the Departmental Research Administrator (DRA) in ORSP on post award grant-related activities, including identifying grant restrictions grant implementation and monitoring.
• Develop and manage financial records for various research and funded student projects; monitor and prepare monthly budget reports; coordinate monthly PeopleSoft reporting on revenue.
• Provide oversight and fiscal management assistance to departmental faculty with teaching and research-related activities and events.

OPERATIONS MANAGEMENT

• Provide professional and administrative support to the department chair in Engineering in all budgets, grants, and human resources activities; manage the administrative operations of the department’s main office activities; serve as departmental point person for administrative issues, as well as policy adherence; serve as liaison between the department and deans’ office staff, as directed by the department chair.
• Provide oversight over routine administrative functions of the department, including but not limited to serving as departmental property and asset manager, archival custodian to department grants and personnel files, reviewing and editing of departmental website and other media. Monitor and revise departmental time and attendance as required.
• Manage department scheduling for courses, final exams, laboratories, and department rooms.
• Provide support to the Engineering Chair and Undergraduate Program Director on program administration functions, as needed, including ABET accreditation administrative support needs.
• Ensure the adherence to departmental policies, including but not limited to, employee conduct, flexible time/hours, time and attendance; meet regularly with department chair on administrative matters.
• Coordinate departmental meetings and events; assist with the Welcome Day and Open House events.
• Participate in department, college and/or university-wide meetings and committees, as assigned.

PERSONNEL MANAGEMENT

• Supervise the work performed by an Administrative Assistant I in the day-to-day operations of the main office; monitor staff training and attendance in professional development programs; assign specific duties and supervise the department’s work-study and hourly student employees.
• Assist faculty in preparing and disseminating faculty personnel reviews: four-year, tenure, promotion files; assist with annual faculty reviews and periodic multi-year reviews.
• In collaboration with the Dean’s Office, manage the department with all personnel-related actions and oversee paperwork and hiring activities (excluding new faculty search and recruitment).
• Collaborate with the Dean’s Office, Office of Global Programs and the Department of Human Resources in assisting faculty, researchers, visiting scholars and students in processing paperwork, including visa papers needed for overseas visitors as needed.
• Collaborate with Department Chair, the Dean’s Office and the Office of Graduate Studies (OGS) on graduate assistantships requests and graduate student rosters management.

Qualifications: 

A bachelor’s Degree and a minimum of three to five (3-5) years of experience in an academic and/or research setting are required. Knowledge of university administrative procedures is also required, as is experience utilizing financial systems.

Preferred Qualifications:

• Knowledge of higher education administrative procedures and experience working with administrative directors is strongly preferred. 
• Experience with managing and interpreting financial spreadsheets, as well as handling technical equipment quotes and purchases is preferred.
• Demonstrated knowledge of automated accounting systems preferred.
• Experience with federal grant administration policies preferred.

Knowledge, Skills and Abilities:

• Knowledge of various administrative software applications and programs, including Microsoft Office, PeopleSoft,
• Ability to plan and manage multiple projects simultaneously and balance priorities.
• Ability to manage complex tasks under time constraints, while maintaining strong attention to detail.
• Ability to work effectively and efficiently in a team capacity with a broad range of staff to accomplish departmental, college and university goals.
• Ability to successfully contribute to the smooth operations and efficient financial management of the departments.
• Ability to approach the position in a results-oriented sense of responsibility, collegiality and collaboration.
• Ability to respond tactfully and professionally to the needs of the department, the college and the university.
• Ability to multi-task, meet deadlines and to respond efficiently and effectively to new, last minute and/or revised requests.
• Ability to work under pressure and under tight timeframes and deadlines.
• Ability to use independent judgment, work with discretion and be entrusted with confidential information.
• Strong oral and written communication skills.
• Exceptional interpersonal skills, including the capacity to work cooperatively with a wide range of individuals.
• Strong analytical, organizational and problem-solving skills.
• Strong commitment to customer support.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 32             

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.