Academic Administrator

Overview:
POSITION SUMMARY: 

Under the general direction of the Department Chair or designee, the Academic Administrator II is responsible for planning and managing the administrative and business affairs of a department whose functions include education, research, clinical care, and service.

 

This is an open-rank posting (there are 4 levels of Academic Administrator) - candidates will be hired into the level commensurate with their experience.

Responsibilities:
ESSENTIAL FUNCTIONS:

Academic Administrator II:

Collaborate with the representatives of the School to define and prioritize departmental strategy and direction. Identify trends, appraise cause and effect, and evaluate and highlight opportunities to improve department performance

Foster on-going improvements in operating efficiency/process

Direct analytical studies of existing or proposed services and activities to provide the economic basis for management decisions to improve operational/financial performance and to realize productivity improvements

Assist the chair in determining space needs for faculty and revenue operations in the Department

Oversee facility needs for the department including renovations and day to day operations as it relates to the research and teaching mission of the department

Advise the Chair on Human Resource issues such as the development and execution of organizational/staffing plans for faculty and non-faculty

Responsible for the recruitment, compensation plans, and merit of faculty

Advise the Chair, faculty and department personnel on employee relations issues

Supervise all personal action activity related to hiring, termination, increases, contracting and funding

Serve as advisor to faculty for the pre and post award activity relating to grant management

Assist with the negotiation of research and trust fund contracts with outside organizations

Develop and manage the department's annual budget reporting significant variances and trends, recommending corrective action, and providing forecasts

Review department needs and recommend priorities based on availability of funds

Devise funding strategies where the sources represent multiple venues, internally and externally

Manage all department funding sources by monitoring revenue and expenditure activity

Adhere to University, State, and funding agency regulations

Responsible for the division's indirect cost, time, and effort reporting

Advise faculty in charge of revenue generation research trust funds assuring viable operations, revenue billing, and compliance to University and Federal guidelines

Represent the department at administrative meetings within and outside of the Medical School

Serve on Institutional committees established to improve school operations and system implementations

Perform other duties as required

Academic Administrator III:

Duties noted above plus:

Oversee teaching and research facility needs for the department as it relates to the research and teaching

Assist in determining space needs for the faculty and revenue (trust fund) operations relating to school activity

Advise the Chair or Senior Administrator on development and execution of organizational/staffing plans for faculty and non-faculty school merit

Advises faculty and school personnel on employee relations issues

Supervise personal action activity related to hiring, termination, increases contract and funding for school employees and employees funded from school accounts

Serve as advisor to faculty and division administrators for the pre and post award activity relating to grant management

Review department’s educational and research needs and recommend priorities based on availability of funds

Responsible for the Department's indirect cost time and effort reporting

Academic Administrator IV:

Duties noted above plus:

Advise the Chair on Human Resource issues such as development and execution of organizational/staffing plans for faculty and non-faculty, recruitment activities, faculty comp plans and merit

Sr Academic Administrator:

Duties noted above plus:

Collaborate with the representatives of Medical School Administration and Budget Offices to define, prioritize, and implement departmental strategy and direction

Develop strategic plans for the appropriate management of departmental financial resources to meet ongoing program requirements and new opportunities for the dynamic and sustained growth of the departments

Serve as an advisor to the Chairs in Human Resource issues, such as the development, budgeting and execution of organizational/staffing plans for faculty and non-faculty, recruitment activities including advertising, interviewing, sourcing, selecting and orientation, administering salary increase programs for multiple locations with multiple external relationships, performance, and employee development. Provide effective direction, guidance, and leadership over the staff for effective teamwork and motivation and fosters the effective integration of efforts with system-wide initiatives

Manage Academic Administrators that are advising faculty for the preparation of requests for grants and adherence to governmental/funding agency regulations and procedures. Oversee Administrators in the negotiation and management of research contracts and outside organizations.

Participate in the development and execution of organizational strategy and direction. Including multiple marketing, communication, and advertising plans that promote department services to the community and outside groups

Ensure appropriate and adequate financial resources to achieve the objectives of these activities.

Oversight of appropriate education and training of faculty and staff for the responsible conduct of research including knowledge of applicable regulations, policies and requirements

Qualifications:
REQUIRED QUALIFICATIONS:

Academic Administrator II:

Bachelor’s degree in Administration or related field or equivalent experience

5 years of related experience

Prior supervisory experience required

Academic Administrator III:

Requirements noted above plus:

Master’s degree in Business, Finance, Management, Public Administration, or equivalent experience. 

5 years experience as an academic administrator, business office manager, or equivalent administrative position in higher education or a research institution, including 3 years of supervisory and fiscal management experience.

3 years of fiscal and NIH grant management (pre- and post-award) experience required. Preferably in research setting

Analytical ability as evidenced by independent development of solutions and recommendations in the areas of grant/contract management, healthcare and higher education accounting techniques, cost/benefit comparisons, analysis of budget variance and staff resources forecasts.

Excellent Communication skills both oral and written are essential

Working knowledge of personal computers, including spreadsheet and word processing software

Ability to lead diverse teams of people towards positive and shared outcomes

Ability to travel to off-site locations

Academic Administrator IV:

Requirements noted above plus:

Master’s degree in Business, Finance, Management, Public Administration, or equivalent experience 

7 years’ experience as an academic administrator, business office manager, or equivalent administrative position in higher education or a research institution, including 3 years of supervisory and fiscal management experience.

4 years of fiscal and NIH grant management (pre- and post-award) experience required. Preferably in research setting.

Sr Academic Administrator:

Requirements noted above plus:

Master’s degree in Business, Finance, Management, Public Administration, or equivalent experience 

8 years’ experience as an academic administrator, business office manager, or equivalent administrative position in higher education or a research institution, including 5 years of supervisory and fiscal management experience

 

 

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