Academic Department Program Manager

Under the general direction of the Academic Department Chair and the Director of Finance provide supervision of the administrative support needed for the faculty and Department Chair for a variety of academic and research areas in a professional, accurate, timely and efficient manner, including but not limited to: conveying policy and procedural matters; gather, compile, and disseminate information, often of a sensitive nature; draft and prepare correspondence; take actions to ensure prompt resolution of problems as they arise; participate in special projects; prioritize tasks and work independently with a high degree of discretion and confidentially.

Job Duties:

• Initiate and prepare annual budget projections.

• Manage budget by analyzing monthly reports for accuracy in revenues, payroll and expenditures.

• Initiate all budget changes to the Director of Finance.

• Provide the Department Chair with monthly updates on spending trends.

• Utilizing University databases perform periodic analysis such as enrollment trends, teaching classrooms space needs and research space utilization.

• Determine teaching laboratory equipment needed and appropriate funding sources.

• Responsible for initiating different levels of support services for over 60 faculty and staff, 800 students, 6 department programs and over 100 courses.

• Responsibility includes hiring and providing training opportunities to new academic staff as well as conduct annual evaluations of staff.

• Manage, review and realign daily duties and responsibilities of the department as needed.

• Oversee accreditation/certification of nationally recognized MLS program.

• Work directly with Department Chair to implement policies and facilitate changes to promote new initiatives.

• In collaboration with the Graduate School Deans and staff, manage and oversee the graduate student admissions process; work directly with Graduate Program Coordinators to administer the MCBS M.S. and Ph.D. graduate program which serves over 60 students.

• Act as liaison between MCBS Graduate Faculty and the Graduate School.

• Work with Program Coordinators on marketing and developing content for 4 department graduate programs; update documentation and website as needed.

• Periodically evaluate graduate assistantship needs of students and assess available funding to determine the available openings for admitting new students.

• Work with newly accepted students to create and implement an orientation schedule to include all necessary training courses, access requirements, space allocation and all other logistical details.

• Create and oversee onboarding process including oversight of letters of hire for teaching adjuncts, classroom labor support and Post-Doctoral staff.

• Partner with OISS to ensure correct hiring paperwork is completed and in compliance.

• Coordinate with faculty on the graduate teaching and research assignments for each term and provide detailed documentation to the BSC for processing.

• Manage all graduate students letter of hire and renewal documents.

• Work with Facilities to plan and fund office and lab space as needed for new faculty and administrative hires.

• Collaborate with the Department Chair to determine which potential lab space is available to assign in order to meet faculty and student needs.

• Acting as Project Manager, coordinate with EHS any safety issues arising with remodeling and repairing of scientific facilities needed for new researchers.

• Analyze trends in enrollment and liaison with the Registrar’s Office to determine classroom sizes needed to fit needs based on enrolments.

• Maintain space inventory database for Department Chair for future analysis.

• Other duties as assigned.

Minimum Qualifications:

• Bachelor's degree and 5-7 years of office support experience of increasing responsibility including three years of supervision, or combination of experience, specialized training and higher education equal to seven years.

• Comprehensive knowledge of office procedures and practices.

• Ability to establish and maintain effective working relationships with faculty, staff, students and the ge