Administrative Manager, Chemistry and Biochemistry

What We Are Looking For

The Department of Chemistry & Biochemistry, College of Arts & Sciences, is seeking an Administrative Manager who will manage day-to-day operations of the Department of Chemistry & Biochemistry. The successful candidate will have strong organizational and time-management skills, be detail-oriented and have expertise in providing excellent customer service. The candidate must be a self-starter and work well in a team environment.

A Bachelor’s degree in business and 5 years executive level support is required. A Master’s degree in business and 7 years of experience preferred. A combination of education and experience will be considered in lieu of one another.

Additional Preferred Attributes include:

• Maintains discretion and the highest professional standards while working with confidential information
• Strong written and verbal communication skills
• Oracle Enterprise Resource Planning system and research administration experience

All applicants must be currently authorized to work in the United States on a full-time basis. 

What You Will Do

• Administration and Operations
  • Work with the Chair to manage department communications and planning
  • Assist in planning and scheduling business meetings, faculty meetings, and other events
  • Lead and schedule weekly department staff meetings
  • Lead staff in working with financial managers and financial administrators
  • Processing travel card requests. Maintain / purchase shared-use office equipment and office supplies
  • Coordinate with lab coordinators to collect requirements & process annual capital asset and contracted services requests; coordinate with lab coordinators to schedule on-site service and calibration of teaching lab equipment
  • Manage the allocation of travel funding and travel authorizations (internal and external)
  • Manage information including mail distribution, electronic mail wide-area announcements, newsletters, electronic mail distribution lists, physical bulletin boards and electronic displays, department webpage, social media sites and digital Box folders
  • Draft annual report
  • Submit facility service work orders and process key / card-swipe building access requests
  • Conduct Ignite Enterprise Resource Planning training as needed for faculty, staff and students
• Human Resource Support
  • Serve as a member of the Department of Chemistry & Biochemistry Senior Leadership Team
  • Manage the work of the departmental staff that currently includes an Administrative Associate, Graduate Program Coordinator, and Undergraduate Academic Support Associate
  • Lead staff representative with Human Resources, Dean’s Office in the College of Arts & Sciences, and the Provost’s Office
  • Maintain department roster and Ignite organizational updates 
  • Coordinate annual faculty evaluations as well as tenure and promotion reviews
  • Coordinate and process annual staff evaluations for direct reports
  • Manage faculty recruiting including drafting job descriptions in Interfolio, marketing open positions, and scheduling campus visits/interviews
  • Process temporary lecturer hires, faculty teaching overloads and supplemental pay
  • Oversee staff recruiting including drafting job descriptions, scheduling campus visits/interviews and partnering with the HR Department as needed.
  • Process agreements for visiting scientists and scholars
  • Coordinate faculty and staff separations and retirement with HR Department
  • Manage hiring and separation of undergraduate work-study students (Ambassadors, teaching and research assistants, supplemental instructors, graders, interns, and office assistants)
• Academic Services
  • Support the work of the Graduate Program Director and Undergraduate Program Director through the work of the Graduate Program Coordinator and Undergraduate Academic Support Associate
  • Work with the faculty and staff to execute the annual Colloquium graduate seminar series, Advanced Instrumentation Workshop, Graduate Recruiting Weekend, W. Dial Black Family Lecture, Careers in Science, Gooch-Stephens Lectures, and the Stone Symposium including marketing, speaker travel, reimbursements and honorarium, and planning receptions and dinners
  • Work with faculty on processing scholarships and fellowships
  • Purchase promotional materials
  • Assist faculty with Welcome Week activities for graduate and undergraduate students
• Development
  • Assist Chair with donor development by scheduling and other administrative tasks
• Research Administration
  • Assist with research lab o