Department Administrator, Department of Design

Job Summary

The Department Administrator position serves as the primary manager for the Department of Design. They handle all personnel paperwork for the department, monitor spending, supervise student and other office staff, and oversee departmental projects. They manage issues of compliance and reviews financial accounting for the programs and the department. The position interacts on a consistent bases with the Department Head, 6 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, and quarterly budget reports.
  • Monitor all departmental accounts for budgeting, spending and accurate reconciliation online via Web Finance.
  • Complete various budget requests including those for adjunct and summer teaching.
  • Complete monthly purchasing card reconciliations and transaction reports, and manage those of the design department programs.
  • Procure supplies and materials for programs and department through SAP Ariba and appropriate channels.
  • Complete budget transfers, funding transfers, supplemental pay and grant compensation.
  • Facilitate payment of scholarship and award funds.
• 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.
  • Develop administrative staff and work study students by providing information, educational opportunities and coaching. 
  • 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, 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 in 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.

Required Qualifications

• Minimum of Bachelor's Degree in business or relevant field or the equivalent combination of education and work experience. 
  • Please review the Equivalency Chart for additional information.
• Minimum of 3 years of related work experience.
• Experience managing accounts, budgets, and expense reporting.
• Strong ability to provide strategic problem-solving.
• Knowledge and skills related to educational program management and administration.
• Strong customer service and relationship management skills.
• Strong written and verbal communication skills.
• Strong organization and multi-tasking skills.
• Experience maintaining accounting records.
• Ability to work independently and under limited supervision.
• Experience using basic and specialized computer applications, including Microsoft Office Suite.

Preferred Qualifications

• Experience working in higher education.
• Experience using Banner.

Location

• Hybrid/Flexible Work Arr