Department Manager

POSITION OBJECTIVE

Working under general direction, this position is a high-level administrative support position in the department of institutional partnerships. The department manager will oversee administrative affairs of a complex and highly sensitive and/or confidential nature and will function as a liaison with inter and intra-departmental and institutional units, involving a variety of interactions with a diverse group of individuals at the university.

This position also involves extensive interaction and collaboration with the senior associate vice president and related staff in planning appropriate and strategic encounters that support the overall strategy and goals of the department. The department manager serves as an administrative liaison with the Offices of the President, Provost, other vice presidents and deans, and represents the senior associate vice president in various means of communication with alumni, donors, trustees, friends, and other constituents.

The department manager is responsible for managing the business activities of the department, including the budget with the senior associate vice president. These activities include but are not limited to researching prospects and donors, developing briefing materials and meeting presentations, establishing, and maintaining departmental shared drive and databases, processing grant awards through advancement services and research administration, and other priority operations of the institutional partnerships team.

• Provide direct, high-level administrative support to the senior associate vice president and team in planning and implementing all aspects of institutional giving, foundation relations, corporate engagement, and competitive awards activities that support the overall strategy and goals of the department and university. Manage calendars and partner with prospect research to compile meeting briefings and assist with meeting follow up. Develop and produce high-level meeting presentations with senior associate vice president and team.
  
  Provide supervision and oversight of prospect meetings and site visits to ensure execution at the highest level. Plan meetings; collect, organize, prepare, and distribute agenda material. Handle all travel and meeting arrangements for the department, including restaurant, hotel and airline reservations and other rental reservations. (30%)
• Research and identify prospects, including web-based research, in consultation with the Advancement Services research team, to include extensive mining of external data and internal data via Advance and University Archives. Summarize and articulate prospect and donor relationships. Summarize and assess grant guidelines, histories, policies, and procedures for individual, foundation, and corporate entities. Independently facilitate grant administration and stewardship activity across Office of Research Administration databases (Sparta, PADS), Advancement Services database (Advance), and University Archives.
  
  (30%)
• Develop and manage relational databases and generate reports. Develop efficient, computer-based methods for tracking and mining prospect data and relationships, including inputting new data and extracting existing data. Oversee and track the team's grant-related activity across Office of Research Administration databases (Sparta, PADS) and Advancement Services database (Advance), ensuring all proposal submissions are appropriately facilitated through these internal systems. Work closely with Office of Research Administration and school-based finance and research administration offices to ensure compliance with funder and university policies.
  
  (20%)
• Serve as the department's administrative problem-solver and administrative expert for internal and external constituencies on all matters pertaining to the department. Prioritize multiple issues and matters addressed to the department, including those of a sensitive and/or confidential nature; determine appropriate course of action, referral, and/or response in consultation with the associate vice president. Advise on university policies and procedures and ensure that department operations are in compliance.
  
  Process expense reports and reimbursements, requisitions, and other required financial and budgetary requests, process Pcard expenditures and transactions, reconcile the department's budget monthly, forecast future expenditures and provide departmental budget forecast recommendations. Oversee and track the purchase of office supplies, equipment, and departmental subscriptions and maintain accurate documentation for budget reconciliation. Monitor expenses generated by department meetings, site visits, travel costs, and catering.
  
  (15%)

• Attend, and encourage others to attend, university training sessions to keep up to date with policies and procedures. Identify training and educational resources within the university and elsewhere for all departmental staff. Remain knowledgeable…