B. ESSENTIAL DUTIES AND RESPONSIBILITIES:
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.
I. General Administrative Support
I. First point of contact for faculty, staff, students, and external constituencies related to finances, human resource issues, school policy and administrative issues.
II. 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.
III. Strong knowledge of school policy and procedures. Able to plan and lead projects and working groups.
IV. Manage Department Chair and Department calendar and attend meetings to take minutes, when needed by the Chair.
I. 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.
II. Identifies 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.
III. Ensure all Human Resource policies and procedures are followed and proper paperwork is submitted.
IV. In conjunction with the Senior Assistant Dean and Assistant Dean for Faculty Affairs, process all routine financial and human resource transactions.
V. Assist in responding to internal and external queries for the Department.
VI. Assist with Department specific events, when needed.
VII. Logistical support for the Department Advisory Board.
VIII. Act as liaison between external departments; purchasing, registar, operations, IT, media services, building manager, Provost, finance, Sponsored Projects, Graduate Services, HR, etc.
IX. 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.
a. 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.
b. 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.
c. Correct all errors identified in monthly reconciliations and/or notify appropriate
personnel for transfers and/or reconciliation.
d. Independently manage petty cash for the Department.
e. Process Department payments and reimbursements in a timely manner, quick vouchers, cash reimbursements, and petty cash accounts.
f. Process office purchase requisitions in a timely manner.
g. Process office deposits in a timely manner.
h. 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.
III. Human Resource Management
a. Quarterly Adjunct Faculty (QAL)
I. Ensure all hiring processes for Department QAL faculty and associated payment
processing are conducted in a timely matter according to established University policies and procedures.
II. Act as point of contact for faculty hires to support onboarding, access to classrooms and offices, ordering and readiness
III. Support the search processes and hiring of faculty through Workday and JobElephant
I.Ensure all student employees are hired and accurately processed according to all
established University policies and procedures.
II. Manage Department student assistant giving tasks, training and guidance as well as ensuring hiring and hourly reporting is done correctly.
III.Verify monthly student wages through F102 report for correct charging to specific accounts .
IV.Will be responsible for managing student timesheet review/approval
V.Special Projects and Other Duties as Assigned
I. Recommends initiatives and implements changes to improve quality and services.
II. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
III. Maintains contact with customers and solicits feedback for improved services.
IV. Maximizes productivity through use of appropriate tools; planned training and
V. Researches and develops resources that create timely and efficient workflow.
VI. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
VII. Develops and implements guidelines to support the functions of the unit.
D. PROVIDES WORK DIRECTION
Will direct or coordinate the work of Senior Administrative Assistants in the School of Engineering. Supervises student employee(s), as needed.