Senior Manager, Business Unit Administration

Essential Duties and Responsibilities

• Manage the Departmental grants, contracts, cooperative agreements (pre and post award); provide budgetary and administrative support for submissions, post award management; act as liaison to department employees, the Office of Sponsored Programs, HSC research office, and external granting agencies.

• Analyze systems, policies, and procedures and initiate changes to provide effective business management.

• Provide executive administrative support to the Chair.

• Serve as primary supervisor of administrative and financial affairs for department. Prepare and/or supervise preparation of all faculty personnel actions, coordinate faculty recruitment; act as liaison between Office of Faculty Affairs and School of Medicine Dean's Office. Manage and/or coordinate reconciliation of all departmental speedtypes. Ensure that all financial policies and procedures are in compliance and reporting deadlines are met.

• Manage the effective operations of programs as designated by the department Chair.

• Assist with development, coordination, and implementation of programs, including collaborating with other academic, research, and clinical units. Evaluate these programs on a systematic basis.

• Supervise the preparation and organization of regularly scheduled faculty, staff, and financial meetings.

• Disseminate information to faculty, staff, and students as needed. 

• Coordinate and prepare Departmental Annual Report, and other University/School of Medicine/Departmental/External Agency reports as needed.

• Manage the departmental office.

• Oversee the personnel transactions of the department: Assist chair in hire, training ,and evaluation of departmental administrative staff.

• Participate in meetings, seminars, and training sessions on financial and administrative matters.

• Serve as Graduate Program Coordinator. These duties include: serve as primary department representative to the Graduate Affairs Committee (GAC); graduate student recruitment (preparing letters to send to contacts at universities, making contacts to help with recruitment and sending materials to these individuals about our program; graduate program advertising in appropriate journals and putting together advertisement brochures for recruiting events; recruitment at various local and national conferences; writing and editing the graduate program manual that outlines all the requirements and procedures for graduate students to successfully navigate through the graduate program; maintain up to date student records for current students and alumni; collect annual student progress reports and IDPs and submit to the GAC for evaluation; submit GAC comments and student progress reports annually to the graduate school; submit student forms to IPIBS and the graduate school dean when appropriate for signature and collect final forms to keep on file; keep student files up to date for current students and alumni; remind students when they are due for committee meetings and ensure that they are scheduled in a timely fashion; review applications as they come in, communicate directly with applicants to answer questions and ensure completeness of application files; download and file applications for dissemination to the admissions committee; communicate with the director of admissions to ensure he sends correspondence to applicants in a timely fashion, draft letters to applicants inviting them for interviews and draft decision letters; help organize and coordinate interviews; help organize and coordinate admissions committee meetings and votes; ensure students register on time and that their tuition and stipends are paid; organize orientation; on boarding of new students; help with preparation of student learning outcomes; help students with preparation and submission of graduate student fellowship applications; maintaining the schedule of classes and ensuring that all information is accurately listed in the schedule of classes; coordinating with course directors for their various needs including ensuring that their syllabi are complete and posted on time; help the graduate director with advising students and directing them to the appropriate resources for their various questions and needs; maintains cardbox files for students to store their documents relating to the graduate program and ensures the various forms are correctly filled out.

• Serve as business manager for the NIEHS T32 training grant in environmental health sciences. This Other duties as assigned by the Chair.