to a Department Chair, has direct responsibility for carrying out
the administrative and technical management of the department, with
significant input into the formulation of department policies and
procedures generated by a demonstrated understanding of the department's
function and role. Responsibilities typically include implementation
of department and Institution policy, preparation and analysis of
budgets (including long-range forecasts), administration of personnel
policies and procedures, design and implementation of administrative
systems, formulation of departmental administrative policy, acquisition
and maintenance of equipment and supplies, and oversight of space
allocation and maintenance and renovation within the department's
physical environment. The position carries substantial managerial
responsibility and requires a broad range of skills and the exercise
of considerable judgment and initiative. Works in a department of
at least 50 employees, guests and students.
trains, supervises and mentors department office staff, utilizing
their abilities by delegating effectively. Provides staff with
growth opportunities, professional training, and the tools required
to work effectively.
funding opportunities relevant to the interests of the Department/Principal
Investigator. Maintains repository of same, including calendar
of submission dates. Works with principal investigators to find
the best possible match for their interests.
administrative oversight of the departmental proposal process.
Ensures that the various agency requirements are met and the
appropriate supporting documentation and boilerplate are included.
These tasks may be delegated to trained assistants. Together
with the Department Chair, is responsible for the approval and
final review of proposals prior to submission.
for careful monitoring of grant and contract expenditures for
all department projects. Works closely with the principal investigators
to ensure compliance with specific agency requirements and policies.
Monitors cost sharing requirements and provides periodic reports.
as the contact for Program Officers and Managers at the funding
agencies regarding administrative issues of grants and contracts
for principal investigators in the department. Maintains close
relationships with these funding agency officials to facilitate
two way communication between the agencies and the Institution.
for final approval or delegation of approval for all purchase
requisitions, travel authorizations and vouchers and payment
requests submitted from the department. Responsible for initiating
subcontract process. Has authority for approval of all Time
Reports submitted by the department with the exception of the
and defends department overhead and capital budget(s) by assessing
needs for supporting department activities, space renovations
and acquisition of major equipment items. Supervises these and
all department discretionary accounts.
for coordinating department personnel activities, including
hiring, promotions, evaluations and placement of non-scientific
staff facing funding disruptions. Provides guidance for hiring
all levels of staff. rovides guidance to the Chair regarding
recommended salaries for promotions and new hires.
and maintains statistics on department personnel, publications
funding for department personnel; forecasts sponsored research
support; initiates requests for bridge support. Prepares reports
and statistics for Institution planning.
and applies Institution policies and procedures; formulates
and implements department procedures; works closely with other
on Institution committees where administrative policies and
issues are discussed and recommendations are made. Meets regularly
with senior administrative staff and serves as the interface
between the department and the administrative structure of the
Institution; represents the department's concerns and position
on issues to administrative units and represents Administration's
concerns to the department.
with the Department Chair, assesses department space requirements
and renovation needs; submits modification specifications. Assigns
space to department staff and students.
Desired Education/Experience for Hiring
degree in business administration or an area related to the technical
or administrative work of the division, with 3-5 years of directly
related experience at the Institution or similar organization; or
an Associate's degree with 5-8 years of directly related experience;
or equivalent combination of education/experience. Must possess
strong analytical ability and effective communication skills. Must
be a good organizer and must be able to utilize the abilities of
those whom they supervise by delegating effectively. In addition
to general financial management and personnel supervisory experience,
must also possess the specialized technical knowledge required to
manage the administrative services of the divisions and have demonstrated
knowledge of computer processing and modern computer administrative
techniques. Technical or scientific knowledge and training in fields
related to the work communications and development are also desired.
Last updated: February 25, 2013