Administrator (William H. Miller III Dept. of Physics & Astronomy)

We are seeking an Administrator who will be responsible for directing the overall administrative, financial and operational activities of a large academic or research department and reports to a faculty director or executive leader. Areas of responsibility and oversight include financial management, strategic planning, research and academic administration, human resources, staff leadership, and facilities/space planning. The Administrator provides support and direction to faculty and staff in formulating and implementing the department’s programs and objectives. The Administrator generally reports directly to the Chair/executive leader and provides oversight of the department's administrative, financial, and operational activities. In situations where the Administrator doesn’t report directly to a faculty leader, extensive collaboration and coordination are still essential.

This position works closely with the department chairperson and oversees the activity of the Department of Physics and Astronomy including but not limited to departmental administration, academic affairs, human resources, fiscal management, sponsored project management, facilities management, information systems, marketing, resource management, collaboration, formulation and implementation of administrative policies and procedures, for the efficient and effective operation of the research and educational functions within the department. This position aids the department in its mission of increasing research and teaching excellence by strengthening the infrastructure of the department, and supporting the development of a solid, diversified base of financial support. Acts as resource facilitator for faculty, researchers, program, and functional managers/administrators/coordinators to determine the academic, general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.

Specific Duties & Responsibilities

Financial Management

• Develop and oversee annual budget planning and preparation, projections and reporting.
• Provide financial analysis and program planning support for the department.
• Project and analyze long-term trends in the total budget for the department.
• Advise on resource needs and financial risks facing the department.
• Administer department’s general funds budget.
• Oversee fiscal management for sponsored research funding and other accounts: general funds, gifts, endowments, student scholarships and petty cash funds.
• Provide complex financial and other reports to the Chair/Executive leader, faculty, school, university, and outside agencies.
• Direct financial analysis processes, analyze business critical systems, and proactively resolve strategic issues that span multiple business areas.
• Oversee the release of funds for expenditures and the review/approval process for capital equipment.
• Ensure compliance with accounting policies and procedures and ensure that grants and contracts are administered appropriately.

Planning

• Participate and provide analytic support for departmental strategic planning and goal setting for growth and viability.
• Collaborate with department leadership on long-term planning and analysis and resolution of short-term issues.
• Initiate and direct short and long-range planning and conduct feasibility studies for evaluation of new and existing programs and determining funding and staffing needs.
• Develop and implement operational plans to ensure program performance.
• Gather appropriate data from internal and external sources to measure performance in operations and provide information on operational trends to support planning requirements.
• Develop plans for new operating and oversight systems, which are sensitive to organizational needs to ensure efficient accomplishment of objectives, and secure resources as necessary.

Organizing & Implementing

• Assess and periodically update the infrastructure in the department that supports research, teaching and practice activities, and develop plans for maintaining and improving departmental resources.
• Responsible for developing and maintaining a sound management structure, operating policies, procedures, and staffing to meet the operational needs of the department.
• Identify opportunities and champion initiatives for continuous improvement in support of internal controls and financial reporting processes.
• Plan, execute and recommend programs and policies that will assure achievement of department goals and meet the department's financial needs.
• Prepare policy and planning documents, reports, and draft materials for the Chair/Executive leader.
• Monitor and prepare for the i