Sr. Administrative Manager

The Department of Chemical and Biomolecular Engineering, in the Whiting School of Engineering, is seeking a Sr. Administrative Manager who will be responsible for the overall administrative, financial, academic, and operational activities of the Department of Chemical and Biomolecular Engineering (ChemBE). The Senior Administrative Manager is responsible for primary supervision of the staff, oversight of the day-to-day operations, sponsored and non-sponsored funds management, academic systems, services and support management, human resources, and facilities/space needs. The successful candidate will join a welcoming community that is inclusive and diverse and values the contributions and perspectives of individuals from all backgrounds.

Specific Duties & Responsibilities

Staff Management

• Supervise/Train/Lead approximately ~8-10 staff members at present.
• Champions the importance and value of a diverse, equitable, inclusive, and respectful work environment.
• Supervise the performance of administrative staff, conduct performance reviews, identify professional development opportunities, and establish a matrix organizational structure.
• Develop staff job descriptions for new hires and restructure current job descriptions for upgrading of staff positions as needed.
• Process requisitions for new hires, and performs other HR-related tasks, e.g., hiring, terminations, performance management.
• Conduct interviews and make recommendations for hire. Work closely with HR for appropriately grading and salaries.
• Oversee and maintain compliance of the web-based time and attendance system.
• Orient all new employees to the department; ensures all forms are properly filled out and submitted, and provide contact information of all necessary offices such as Human Resources, Parking, J-Card office, etc.
• Conduct annual reviews and provide ongoing feedback and constructive criticism. Prioritize and direct work efforts, providing guidance and direction. Conflict resolution. Responsible for strategic planning for future department staffing needs.
• Conduct administrative staff meetings, promote cross training and provide a forum for information exchange.
• Advise and assist staff with HR processes and policies.
• Oversee staff workload and responsibilities.
• Manage the appointments, promotions, and reappointments of faculty and postdoctoral positions. Oversee the faculty search process (i.e. request reference letters, Ad posting, etc.)
• Process faculty, staff, and student visa requests.
• Manage the academic needs of ChemBE in support of academic programs (i.e. fellowships, scholarships, etc.).
• Assist with appointing on-boarding new graduate students, visiting faculty/students, postdocs including coordination with Office of Students Services and Office of International Services.
• Promote and model a culture of exceptional service and support.

Financial Management

• Provide oversight in the development, preparation, monitoring, projections, and reconciling of department budgets (research, gift, discretionary account, etc.)
• Demonstrate strong analytical skills and problem-solving capabilities and ability to weave robust analysis into strategic planning, influencing and problem solving.
• Develop the department’s fiscal operating budget and meet quarterly with the Dean and Business Office financial staff to discuss the fiscal year’s budget and five-year plan.
• Participate in departmental strategic planning and assist with implementation of the new or revised strategies.
• Provide financial reports and analyses used for strategic planning.
• Monitor the percent of effort expended by faculty, staff, fellows and students on research grants and contracts and maintain equivalent salary distribution on accounts.
• Ensure that effort certification is completed within the deadlines.
• Design and produce various reports utilizing institutional data to create quarterly and annual financial report for Department Chair.
• Work as part of a team to complete activities related to research administration, pre- and post-award, including proposal development, preparation and submission, and post-award administration.
• Develop and oversee staff completing sponsored research applications for accurate and timely submission.
• Ensure proper management and compliance of all sponsored awards.
• Address complex financial management problems, audit questions, contract, and management issues.
• Review and approve SAP documents such as P-Cards, shopping Carts, non-payroll cost transfers, online check requests, and off-cycle check requests.
• Maintain accurate records and reports to ensure compliance with relevant policies.

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