Director, Administration and Operations, Division of Population Sciences

Primary Duties and Responsibilities Finance

• Authorization and Oversight:
  Exercise signing authority within the management hierarchy and ensure fiscal management aligns with donor intent and institutional policies.
• Fund Management:
  Oversee various funding sources, including research grants and clinical trials, ensuring effective management and compliance with guidelines.
• Deficit Oversight:
  Monitor fund/program deficits and prepare reports for departmental leadership.
• Business Planning:
  Develop business plans for specific funding lines and initiatives.
• Donor Relations:
  Collaborate with Philanthropy and Special Funds staff to manage donor relationships and ensure proper fund stewardship.
• Financial Reporting:
  Work with Finance to prepare departmental profit and loss reports for leadership review.
• Budget Management:
  Prepare and monitor departmental budgets, ensuring alignment with strategic goals.
• Staff Training:
  Train administrative staff to provide financial consultation and produce financial reports for decision-making.
• External
  
  Collaboration:
  
  Coordinate with external institutes to manage shared faculty employment and funding effectively.

• Personnel Management:
  Ensure alignment with Institute policy for all aspects of personnel management.
• Issue Resolution:
  Resolve personnel issues for faculty, collaborating with the Human Resources team.
• Staffing Levels:
  Ensure appropriate staffing across departmental lines of business.
• Appointments and Promotions:
  Oversee academic, research, and clinical appointments and promotions processes.
• Faculty Searches:
  Manage faculty searches, job offers, and academic appointments in line with institute policies.
• Performance Oversight:
  Oversee the performance and evaluation process.
• Diversity Recruitment:
  Collaborate with HR to enhance diversity in recruitment strategies.
• Engagement with People Strategy:
  Maintain engagement with People Strategy Partners to stay informed on workforce initiatives.
• Performance Improvement:
  Collaborate on strategies for continuous performance improvement and career development.
• Compliance:
  Ensure compliance with out-of-state employment laws.
• Well‑being Initiatives:
  Promote and assess faculty and staff well‑being initiatives.
• Communication Liaison:
  Act as the primary liaison for communicating organizational changes from HR.
• HRIS
  
  Collaboration:
  
  Work closely with HRIS on department HR structures and security.

• Process Improvement:
  Identify opportunities and collaborate with Institute leadership to enhance processes and quality.
• Advisory Role:
  Advise the Department Chair/Division Chief on departmental and institutional matters.
• Support Systems:
  Assess and propose new or updated administrative and operational support systems.
• Policy Enforcement:
  Establish and enforce department policies and procedures.
• Space Planning:
  Manage departmental space planning, design, and relocations.
• Capital Management:
  Handle capital requests and oversee space renovations.
• Event Oversight:
  Oversee symposia, conferences, training, and educational activities.
• Communication Oversight:
  Manage internal and external communications.
• Institute‑Level Projects:
  Advise and co‑lead projects, contributing to the planning of new programs and services.
• Stakeholder Interaction:
  Independently engage with internal and external stakeholders to influence and implement strategic business decisions.
• Growth Opportunities:
  Identify strategic growth opportunities and design projects to ensure successful positioning.

• Process Optimization:
  Optimize business processes and workflows to enhance efficiency.
• Operational Initiatives:
  Design and execute key operational initiatives, ensuring alignment with priorities for operational excellence.
• Compliance Monitoring:
  Continuously monitor laboratory operations for compliance with institutional policies, including environmental health and safety.
• Space Planning:
  Collaborate on short‑ and long‑term space planning with leadership and facilities management.
• Space Management:
  Manage institutional space resources, including activities like Dollar Density Reporting and office assignments.
• Inventory Stewardship:
  Ensure proper stewardship of supply inventory…