Scheduled Hours

40

Position Summary

As primary administrative agent of the Department Chair, responsibilities include managing all administrative aspects of a Basic Science Department including, but not limited to, the Department’s budget, accounting and finances, human resources, operations, space/facilities and special projects. Importantly the Director will engage in continuous improvement, strategic planning and execution of the Department’s vision and helping to drive our goal to increase our impact on society through our research and education missions.

Job Description

Primary Duties & Responsibilities:

Leadership and Strategy

• Provides strategic advice to the Chair for delivering the operational goals of the Department and the allocation of resources. 
• Leads the administration team of the Department and provides expert oversight of the operations of the Department, together with the Chair. 
• Works with the Chair and Faculty to develop and oversee an operational strategy to deliver the research and teaching missions of the Department. 
• Establishes work flows and systems for efficient management of the Department’s operations. 
• Provides creative solutions and strategies to meet the goals of evolving workplace demands.
• Anticipates challenges and helps position the Department to meet those challenges within the current research funding environment and as teaching objectives evolve.
• Leads inter-departmental interactions of an operational nature, building strong and productive relationships with colleagues in other Departments across the university.
• Represents the Department at administration and finance meetings within the School of Medicine.
• Able to translate departmental goals into actionable business strategies.

Financial/Grants Management

• Forecasts Department results and prepares a Departmental plan on annual basis, and for subsequent the four year period. 
• Assists the Chair of the Department with the production of strategic plans every five years and updates these annually. 
• Prepares an annual budget based on Departmental plan. 
• Oversees all funding administration of grants from application to the submission of the financial disclosure statement. 
• Manages all departmental accounts according to various uses, regulation and guidelines, including, but not limited to, general fund allocation, endowments, license/royalty income, gift accounts, alteration/renovation, start up and various PI accounts, recharge facilities, reallocation of overhead, scholarships and contracts. 
• Provides faculty with timely account status information and expense projections. 
• Provides faculty financial profiles for the Chair of the Department. 
• Reviews data provided by Central Administration for accuracy and makes recommendations, i.e., RAM, Faculty Analysis, etc. 
• Interprets such data and, if appropriate, determines how to apply this data to the Department. 
• Oversees approval of expenditures on all accounts.

Personnel Management

• Develops an outstanding workplace culture of excellence. 
• Provides a vision for staff allocation to deliver the operational plan of the Department. 
• Ensures an appropriate level of expertise across all areas of administration and operations and assesses needs and responds to these through appropriate management of personnel and resources. 
• Responsible for recruitment, selection, hiring, evaluating, promoting, disciplinary action and termination of all administrative and support staff of the department. 
• Supervises administrative staff and may supervise some/all of the support staff. 
• Provides counsel to supervisors and principal investigators on all matters referenced above. 
• Assists/directs employees on matters of policy, procedure, routine activity, problem solving, benefits, etc.

Partnership, Decision-Making, and Influence

• Actively assesses all situations including downstream impacts and risks.
• Ensures timely decisions are made based on data, focusing on the goals and the needs of both the faculty and administrative teams.  
• Able to develop relationships with faculty to become a trusted advisor that partners with the faculty and shows genuine interest in faculty aspirations and administrative needs. 
• Ability to inspire others to work toward delivering the goals of the Department’s missions.
• Provides clear and transparent communication with the ability to explain complex directives in a manner that is relevant to Department members.

Operations Management 

• Oversees all administrative operations of the department: grant