Office Manager, Chemical Engineering and Materials Science

Job Description

The Office Manager for the Department of Chemical Engineering and Materials Science will oversee all office administrative functions in the department.  Reporting to the Department Chair, the Office Manager is responsible for office facilities management, office supplies and promotional item inventory management, budget management, human resource management, event planning, and administrative support to the faculty and administrators in the Department of Chemical Engineering and Materials Science.

Duties and Responsibilities

The duties and responsibilities of this position include, but are not limited to the following:

• Work closely with the Department Chair to ensure daily office operations are smooth, effective, and efficient.
  • Organize and maintain office procedures and ensure effective execution of daily tasks.
  • Ensure that the office remains in an effective operational state, including, but not limited to the facilities, IT resources, and general supplies.
  • Ensure proper office coverage at all times.
  • Maintain office supplies and coordinate maintenance of office and lab equipment to meet the teaching and research needs of the department.
• Act as the administrative interface to the Dean’s office, Registrar's office, Student Services, Facilities, Procurement, Student Employment Office and various departments to ensure all requests made to and from these offices are handled in a professional and timely manner.

• Maintain and track office management expenses and budgets through the Kuali Financial System, providing monthly budget/expense reports.
  • Process all orders, requisitions, PCard reconciliations, invoices, and payments through various accounting systems.
  • Manage processes, provide trainings, and submit paperwork for all travel reimbursements for students, faculty (both Stevens’ and external) and faculty candidates.
  • Collaborate with Department Chair and SES Financial Team on budgets, reconciling department and research accounts and other financial processes.
  • Liaise with Office of Sponsored Accounting, Office of Sponsored Programs, Division of Finance, and Human Resources for financial procedures, to ensure adherence to policies and collaborate on timely Workday and Kuali Financial System processing.
• Coordinate major department activities, such as faculty meetings and student events.
  • Draft agendas, coordinate scheduling and attendance, oversee room bookings, coordinate catering, and oversee any AV needs or additional materials
• Manage Human Resource administrative processes including hiring and training (or coordinating training with respective staff), full-time faculty and staff, adjunct faculty, and student positions.
  • Create job requisitions in Workday, as needed, and coordinate interviews and schedules.
  • Oversee and process all faculty and adjunct salary requests, PhD stipends and tuition requests for departmental and research accounts. 
  • Collaborate with the SES Assistant Dean of Faculty Affairs, ISSS, and HR on faculty appointments and reappointments, VISA applications, and hiring processes.
  • Process student appointments in Workday for Graders and Teaching/Research Assistants, in collaboration with Associate Department Chairs.

• Act as the administrative interface externally with Stevens’ partners, sponsors and others.
• Other duties and responsibilities as assigned by the Department Chair and Associate Department Chairs.

Qualifications

• Required Education and Experience: Bachelor’s degree preferred or equivalent combination of education and experience. Candidates must have a minimum of 5 years of administrative professional experience, preferably in higher education or other industry experience. Experience working with office budgets, and office organization and procedures.

Other Requirements

• The ability to professionally interact and communicate with internal departments, multitask, produce quality work, work to aggressive deadlines, attention to detail, strong written and verbal communications skills, and strong organizational skills.
• Must be able to maintain professionalism and a positive service attitude at all times.
• Project a professional and positive attitude to all faculty and students within the department and stakeholders who interface with the department.
• Proficient in the use of MS Office Suite tools, strong interpersonal skills, and the ability to effectively contribute as part of a team.
• Good judgment, tact, diplomacy, discretion, ability to juggle multiple projects with accuracy and meeting deadlines, ability to make independent decisions are essent