Department Administrator
1 week ago
The Department Administrator will oversee and manage all aspects of the daily activity, operations, and academic support for the Astronomy & Astrophysics Department and KICP. This role ensures that staff within the department collaborate to support the department's core mission and its faculty and students. The successful candidate will provide direct support to the Chair, practical resources for the faculty, and logistical guidance to the Department's functions.
Responsibilities- Manage all administrative aspects of faculty recruitment, hiring, reappointment, and tenure process, including advising faculty on the appointment process to ensure compliance with university policies.
- Manage the appointment process for OAA, union lecturers, CASE, visiting faculty, and visiting scholars.
- Provide practical oversight for the search, appointment, and reappointment of all postdoctoral fellows and scholars within Astronomy & Astrophysics and KICP.
- Manage the Joint Appointment process for A&A faculty with appointments at Argonne National Laboratory.
- Work with the OIA to process visas for faculty, postdocs, and visitors and troubleshoot any visa-related issues for both Astronomy & Astrophysics and KICP.
- Provide operational, administrative, and strategic leadership to ensure the daily operations of the department run smoothly.
- Establish department policies and systems to improve and streamline processes in a number of operational areas including reimbursement, file management, retention, security, and COVID safety, ensuring the department continues to follow the appropriate University guidance.
- Maintain and update central resources for staff and faculty including training materials, forms, and important information.
- Serve as departmental liaison to the PSD Dean's Office, OIA, PSD Alumni Relations and Development, PSD Communications, and other units across campus to troubleshoot issues.
- Direct administrative support for departmental committees.
- Work closely with Chair to support equity, diversity, and inclusion in efforts with the goal of creating a more positive community within the department.
- Liaisons with other academic units both internal and external to the PSD to ensure that there is appropriate coordination of student and faculty support for joint appointees.
- In consultation with the Chair and university leadership, develops and maintains flexible and informed responses to external shifts that impact departmental life (i.e., COVID response, campus safety, etc.).
- Provides practical and effective guidance for leadership transitions within the Department.
- Develops the departmental operating budget and provides oversight of departmental spending in collaboration with the Local Business Center (LBC).
- Works closely with the LBC to track accounts, resolve complex financial issues, and ensure compliance with University directives.
- Approves purchases, maintains departmental records, and provides perspective and written reports to the chair and others as required.
- Monitors and orders office supplies for A&A and KICP.
- Manages Proven IT leasing for Xerox copiers for 4th and 5th floor and makes service calls as needed.
- Reviews departmental purchase requests.
- Oversees reimbursement and direct payment to faculty, staff, visitors, and vendors.
- Ensures GEMS card reconciliation occurs and is tracked.
- Supervises one administrative support professional and one event administrator.
- Directly supervises the Event Administrator and Executive Assistant to Profs. McMahon and Vieregg, and oversees staff recruitment, hiring, training, and retention for staff positions within the department.
- Develops and maintains the employee performance review process for the department including the establishment of annual performance goals and core staff professional development.
- Oversees annual merit increase process for staff.
- Maintains knowledge of all departmental human resource functions and does ongoing professional development to ensure compliance with all University policies and federal regulations.
- Manages the quarterly process of hiring undergraduate assistants and students working within the department. This includes writing and posting job descriptions, student onboarding, and regular time approval.
- Monitors time/attendance and approves vacations for core departmental staff.
- Coordinates with the Chair to draft, edit, and distribute departmental communications, including both regular updates on departmental occasions and memos, letters, and emails.
- Prepares and distributes essential documents and communications for departmental faculty meetings.
- Administers all email lists for A&A and KICP.
- Ensures the departmental website and social media are updated on a regular basis.
- Communicates with the PSD Director of Communication to ensure that important discoveries, news, or accomplishments are highlighted by central communication channels.
- Coordinates with PSD Director of Design and Construction and facilities team to plan and coordinate long-term repairs and capital renovation projects.
- Coordinates key/key card administration, room assignments, and building safety for 4th and 5th floors of ERC.
- Manages requests for ERC building access, conference room access, and laboratory access for A&A and KICP.
- Maintains reservation calendar for 5th floor conference rooms.
- Manages requests for 5th floor room reservations/rentals from outside units such as the President's Office or Alumni Relations.
- Works collaboratively with the building manager to coordinate office/teaching lab renovations and maintenance activities such as painting, moving, or renovations.
- Develops and proposes new projects in collaboration with the chair and the faculty, serving as an advocate for departmental facility needs.
- Coordinates departmental efforts to collaborate with external professional organizations to develop new opportunities and programs for students, faculty, or postdocs.
- Coordinates with development officers to review alumni and partner involvement in departmental activities.
- Provides assistance and logistical support for pipeline programs and summer research educational experiences led by faculty within the department.
- Plans, develops, analyzes, and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal, and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.
- Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance, and ongoing facilities operations.
- Performs other related work as needed.
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