Manager of Administration - Exec Asst to the Dean

Department: College Forest Resources & Envr Sci

Summary

The Manager of Administration (MA) works with the Dean, faculty and other staff to oversee the budget of the college, including budget projections, reporting, and regular balancing of accounts and indices. The MA collaborates with the Dean to advance the mission of the college and to promote collegiality and the harmonious operation of the college. The MA works with the Dean as well as the provost and CFO to administer the research, teaching, and other indices of the college including the McIntire-Stennis federal funding program. The MA is also the executive assistant to the dean and supervises the UAW Administrative Aide.

Responsibilities 

As Budget Manager for the College:
• Maintain account balances and projections in all general, designated, research, and Michigan Tech Fund accounts.
• Provide financial and other data to Dean, Provost, CFO upon request and meet regular deadlines for these and other reporting.
• Serve as the business officer for the McIntire Stennis USDA federal program including financial reporting and working with faculty on their reporting.
• Manage the dean’s calendar, maintain office files and records, communicate with internal and external stakeholders on the dean’s behalf, and participate in meetings.
• Coordinate the dean’s travel itineraries including meetings and timely visits to alumni and friends of the college.
• Coordinate agendas and take minutes at weekly staff and faculty-staff meetings.
• Advise and assist faculty/staff on pre-award research including proposal, budget preparation, cost-share, Cayuse software. This includes managing faculty release time, project close out, and account reconciliations.
• Oversee and manage the process of hiring including search committee activities for faculty, staff and students.
• Maintain executive authority for signature approval and decision-making as delegated by the dean.
• Coordinate and administer the binder process with graduate program director and other faculty
• Process CFRES salary increases (including CFRES employees stationed with the USDA Forest Service) via salary planner, including notification letters. Meet critical deadlines associated with the process.
• Business manager for Ford Center Forest (FCF) - Track, report and develop budget in collaboration with the Director of FCF for all FCF Funds. Includes fiscal year close-out, and zeroing out auxiliary accounts.
• Oversee Ford Center renter invoices and payments (deposit, refunds, etc.)

As Executive Assistant to the Dean:
• Manage calendars, maintain office files and records, communicate to internal and external constituents of the dean's behalf, and participate in meetings.
• Oversee and coordinate faculty reappointments, promotion and tenure processes; maintain confidential and sensitive faculty and staff personnel files.
• Monitor and ensure the College meets Michigan Tech and CFRES timelines for key events (tenure, faculty review, annual performance evaluations, exit interviews, all required reporting, etc.).
• Update faculty and staff meeting agendas and keep meeting minutes.
• Maintain CFRES committee and student organization leaders lists.
• Analyze, compare, and evaluate various courses of action and make independent decisions on matters of significance, free from immediate direction, within the scope of the position responsibilities to implement Michigan Tech policies and CFRES priorities.
• Assist students with attending convention/conferences, flights, hotels, registrations
• Coordinate and oversee activities in CFRES (guest lecturers, guests).
• Oversee faculty ballots, Digital Measures, surveys conducted in the College, keys, cards­ access, nameplates requests, parking permits,
• Draft the monthly updates from the dean's office.
● Supervise UAW Administrative Aide.
● Commit to learning about continuous improvement strategies and applying them to everyday work and actively engage in continuous improvement initiatives.
● Apply safety-related knowledge, skills, and practices to everyday work.
● Other duties as assigned.
● To perform this job successfully, an individual must be able to perform each job responsibility satisfactorily. The required qualifications listed are representative of the education, experience, knowledge, skill, and/or ability required.

Required Education, Certifications, Licensures

Bachelor’s degree in related field of study, or equivalent combination of education and direct experience.

Required Experience

2+ years of relevant experience in a similar role