Department Administrator

Job Summary

The Department Administrator serves as the primary manager for the Department of Architecture, Design, and Urbanism. They handle all personnel paperwork for the department, monitors spending, supervises student and other office staff, and overseas departmental projects. The Administrator manages issues of compliance and reviews financial accounting for the programs and the department. The position consistently interacts with the Department Head, academic program directors, College and University administrators and faculty, staff, and students.

This is a hybrid position, working approximately 3-4 days in person.

Essential Functions

Budget Management:

• Oversee accurate financial records including invoice payments, purchase orders, procurement card reports and travel forms.
• Monitor all departmental accounts for budgeting, spending and accurate reconciliation online via Web Finance and monthly meetings with department head to go over budget.
• Complete various budget requests including those for adjunct and summer teaching.
• Complete monthly purchasing card reconciliations and transaction reports, and manage those of the architecture, design, and urbanism department programs.
• Procure supplies and materials for programs and Department through Smart Source and appropriate channels.
• Complete budget transfers, funding transfers, supplemental pay, and grant compensation.
• Facilitate payment of scholarship and award funds.
• Prepare adjuncts teaching contracts, EPAFS for current adjuncts every term.
• Submit accurate instructor and student information into Banner for the Term Master Schedule and provide teaching reports to the Dean and Provost.

Personnel Management:

• Maintain rapport with supervisors, faculty, staff, and students by resolving problem situations.
• Manage departmental processes, develop relationships, strategize improvements, support innovation.
• Manage and maintain personnel records for all department faculty and staff including annual Appropriate Credit Equivalency Reporting and promotion dates.
• Manage adjunct hiring process for adjuncts, student employees, temporary employees, and summer faculty.
• Manage payments to independent contractors, and grant managers.

Department Scheduling:

• Support Program Directors in completing quarterly galleys and annual course load projections.
• Work closely with Program Directors and Registrar’s Office to meet various deadlines each term for exam scheduling, section balancing, course changes, course additions.
• Work with faculty to complete new curriculum and course forms for approval.

Department Duties:

• Maintain administrative workflow by studying methods, implementing cost reduction, and developing reporting procedures.
• Provide ongoing customer service with all faculty, staff, and students.
• Resolve administrative problems by analyzing information, identifying, and documenting solution.
• Maintain and develop working relationships with various university departments including other academic major programs, Registrar’s office, HR, Research, Admissions (EMSS), Financial Aid, Graduate Studies office, Provost’s office, Procurement, Facilities, Event Services, college scheduler and the college’s Dean’s office and Academic Advising office.
• Assist with department projects on a regular basis.
• Prepare for and attend weekly staff meetings with Department Head.
• Attend University- and College-wide meetings and events.
• Maintain a positive learning environment.
• Coordinate maintenance of department facilities.
• Coordinate alumni information with Program Directors.
• Plan, administer, and support the Discovering Architecture and Interior Design summer camp.
• Assist in preparation for accreditation.
• Facilitate national faculty searches as needed.
• Plan and manage various department events as needed

Required Qualifications

• Minimum of a Bachelor's degree in business or relevant field or equivalent combination of education & experience or equivalent combination of education and work experience. (Please review the  Equivalency Chart for additional information.)
• Minimum of 3 years of related experience, preferably in a college setting.
• Experience managing accounts, budgets, and expense reporting.
• Computer literacy with expert proficiency in Microsoft Office Suite and data analysis and reporting applications.
• Strong organizational skills.
• Ability to work independently and under limited supervision.
• Strong relationship management skills.
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