Administrative Officer, Finance and Personnel

About the Opportunity

About the College of Arts, Media and Design We are a vibrant community of creators, designers, technologists, and communicators applying creativity across disciplines and harnessing emerging technologies to advance human potential and solve the challenges of the future. Powered by experience-driven teaching, learning and research, CAMD demonstrates that the fields of design, communication, media, and the arts are crucial to the human experience, society, and the development of technology.

We empower the next generations of students, researchers, and creative practitioners to create the future by sparking their innovative, creative, curious, and entrepreneurial spirit.

Under the supervision of the Senior Academic Program Manager within the Department of Art + Design, the Administrative Officer, Finance and Personnel serves as the department's primary resource for financial management, budgeting, personnel administration, and university business processes, ensuring compliance with university policies and stewardship of departmental resources. Serving as the primary liaison between the department and the College Finance Office, this position coordinates operating budget activities, financial transactions, personnel appointments, and annual compensation processes, including merit planning.

The position oversees hiring and appointment processes for graduate fellows, part-time faculty, guest artists, and paid contractors. The role exercises a high degree of independent judgment and problem-solving in managing complex administrative and financial processes and serves as a trusted resource to Art + Design faculty, staff, and university partners. This position has no direct reports.

• Oversee budget activities for start-up and externally funded research budgets, partnering with the College Grants team as needed to support hiring, purchasing, contracts, and grant administration
• Serve as the department liaison to the College Finance Office for annual merit planning, salary administration, and related budget activities
• Maintain expertise in university financial systems, policies, and business processes through ongoing training and implementation of new procedures
• Manage and review all payments and expenses for accuracy and adherence to university guidelines
• Manage and track professional development fund requests and other faculty and staff expense requests and approvals; coordinate with the Senior Academic Program Manager to project commitments and track budget obligations for discretionary expenses
• Provide training on university financial tools, including Concur, Marketplace, and Workday Finance
• Oversee payment of class support employees, including teaching assistants, research assistants, and visiting scholars
• Maintain gift funds and student grants and assist with reimbursement requests
• Submit and track additional compensation forms through approval pipelines
• Project event and program budgetary needs for the fiscal year and provide recommendations on value and reach

• Manage the collection and archiving of materials related to faculty administrative processes, including merit, tenure, and promotion
• Hire graduate fellows through the intake system
• Oversee appointment processes for part-time faculty, guest artists, and paid contractors
• Coordinate departmental memberships and event sponsor ships in support of faculty professional development
• Partner with Department Chairs and the College Finance Office to support financial planning and funding approval for faculty hires

• Collaborate with other Administrative Officers to develop standardized procedures and protocols for shared job functions and ensure consistency
• Collaborate with other Administrative Officers to implement robust data management practices that support the accessibility and integrity of financial and personnel records
• Collaborate with other Administrative Officers to create cross-training opportunities for departmental practices, support Department Chairs, and promote broad efficiencies across the College
• Collaborate with other Administrative Officers to provide office coverage during absences or scheduled paid time off (PTO)

• Maintain and report the departmental budget across faculty, staff, and student areas
• Collect data and prepare financial and personnel reports as needed
• Manage…