Manager, Administrative Operations

CORE JOB FUNCTIONS  

• Ensures all administrative operations run smoothly and efficiently. 

• Coordinates, plans and directs services which support the running of the department   

• Plans and coordinates the duties of staff in addition to analyzes complex administrative concerns.  

• Develops and implements department processes. 

• Recruits and trains office support staff.  

• Manages staff in the day-to-day performance of their jobs.  

• Ensures projects, department milestones/goals are met and adheres to approved budgets.  

• Purchases and maintains office equipment and supplies.  

• Tracks and analyzes operational costs.  

• Coordinates delivery of office services with other departments.  

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.  

 This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.  

Knowledge, Skills and Attitudes: 

• Ability to accurately prepare and maintain records, files, reports and correspondence 

• Ability to communicate effectively in both oral and written form. 

• Ability to maintain effective interpersonal relationships. 

• Ability to direct, manage, implement, and evaluate department operations. 

• Ability to effectively plan, delegate and/or supervise the work of others 

• Knowledge of business and management principles.  

DEPARTMENT ADDENDUM 

Department Specific Functions 

Reports to Departmental Chair and Department’s Senior Administrative Officer. 

• Primarily exercises discretion and independent judgment in daily activities.  

• Completes special assignments for BMB Department Chair. 

• Will also provide administrative support to, BMB, Graduate Program Director  

• Contacts or responds to contacts from high-ranking individuals inside or outside the corporation.  

• May involve unique situations where each contact must be handled differently, using judgment and discretion. 

• Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint. 

• Will process visas for scholars and others visiting Dept Chair’s Research Lab 

• Will work on patent applications 

• Interprets requests, deciding whether executive should be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices. 

• Issues and interprets operating policies. 

• Assists executive administrative details, often of a confidential nature. 

• Assists the Department with organization of Seminars, Student Defenses and Special Projects 

• Approves purchasing orders for Department Chair’s laboratories and research staff.  

• Analyzes operating practices such as record keeping, forms control, office layout, or workflow, and recommend changes as needed. 

• Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc. 

• Maintains calendar, types, provides routine and general clerical to Department’s Chair and Research Team.  

• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.  

• Greets visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs. 

• Orders office supplies 

• Composes correspondence or selects standardized formats. 

• Prepares financial forms ; reconciliation of PCARD, will put together budgets for projects 

• Performs other duties as assigned. 

• Assists Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts 

• Will keep Bio sketch of Chair up to date  

• Makes and manages travel arrangements for Chair and her research staff as well as for the Vice Chair of Research. 

Knowledge, Skills and Attitudes: 

• Excellent interpersonal and communication skills 

• Must have excellent English speaking skills; both written and oral 

• Attention to detail  

• Ability to multi task with ease 

• Must be proficient with Word, Also must know Power Point and Excel