Academic Department Manager - Computer Science and Engineering

Academic Department Manager - Computer Science and Engineering

Under the direction of the Assistant Dean of Faculty Affairs, the Department Manager provides administrative support to the Assistant Dean of Faculty Affairs, Senior Assistant Dean and Department Chairs. This position also serves as the first point of contact for various internal and external constituencies. This includes, but is not limited to, financial management, human resource management, faculty processes, and Department administrative support.

The position will supervise multiple student employees. This position operates with a high degree of autonomy and must regularly exercise judgment based on broad expertise and specialized skills. It must apply knowledge of existing policies and procedures in the day-to-day operations of the Department they manage. Duties often involve maintaining sensitive data and ensuring its confidentiality.

The essential duties and responsibilities of the Department Manager are to enhance the effectiveness of the Department by providing administrative and financial process support, oversee critical processes, and represent Departmental executives to others.

General Administrative Support

Daily Operations

First point of contact for faculty, staff, students, and external constituencies related to finances, human resource issues, school policy and administrative issues.

Reply to all departmental inquiries and provide verbal and/or written responses, data, forms, financial analysis, reports, guidance on policy or process, etc., if necessary.

Strong knowledge of school policy and procedures. Able to plan and lead projects and working groups.

Manage Department Chair and Department calendar and attend meetings to take minutes, when needed by the Chair.

Departmental Support

Monitor cost center budget to actual transactions and process/submit financial transactions. Will analyze finance data and propose a course of action to supervisor or department personnel. Reports monthly to the Dean's Office on the operating budget of the Department.

Identify discrepancies or inconsistencies in critical department financial data and is able to independently resolve the issue or bring to the attention of an appropriate staff member.

Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.

In conjunction with the Senior Assistant Dean and Assistant Dean for Faculty Affairs, process all routine financial and human resource transactions.

Assist in responding to internal and external queries for the Department.

Assist with Department specific events, when needed.

Logistical support for the Department Advisory Board.

Act as liaison between external departments; purchasing, registar, operations, IT, media services, building manager, Provost, finance, Sponsored Projects, Graduate Services, HR, etc.

Facilitate both undergraduate and graduate scheduling quarterly. Interfaces with Registrar and Graduate Engineering Offices to ensure complete, accurate and timely submission of annual and quarterly schedule including room locations, final exam status, student capacities, times, days, dates, changes, etc.

Financial Management

Track and reconcile on a monthly basis, all Department financial transactions, to include scholarship payments, Teaching Assistant and Research Assistant graduate tuition unit credits, internal grants, designated accounts, restricted gifts, and endowment income. Create custom budget tracking tools to support the Department Chair's understanding of their expenses.

Serve as Cost Center Coordinator for the Department verifying all transactions and ensuring correct completion. Routes erroneous transactions back to the appropriate party with explanation. Point of contact for financial transaction training for the Department.

Correct all errors identified in monthly reconciliations and/or notify appropriate personnel for transfers and/or reconciliation.

Independently manage petty cash for the Department.

Process Department payments and reimbursements in a timely manner, quick vouchers, cash reimbursements, and petty cash accounts.

Process office purchase requisitions in a timely manner.

Process office deposits in a timely manner.

Submit Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions. Failure to correctly complete an FTAR could have a significant negative impact on an academic department, internal grant, or the school of engineering.

Human Resource…