Working/Functional Title Academic Department Administrator
Position Summary The Broad College of Business is seeking a highly collaborative, extremely responsive, detail-oriented, and technologically savvy Academic Unit Administrator to join our team environment and support the operations of the Accounting and Information Systems Department. The successful candidate will oversee the operational activities of the unit, managing and assisting in planning fiscal and administrative procedures. The Academic Unit Administrator serves as the unit's fiscal officer and provides oversight for academic unit operations including serving as the office manager and supervisor of support staff, facilitating unit human resources activities, and overseeing academic program management.
The Broad College of Business creates and disseminates knowledge through collaboration, developing global transformational leaders who positively impact organizations and society. Our vision is to be a top-of-mind business school as reflected by the recognition of our brand, the reputation of our people, and the rankings of our programs. The Academic Unit Administrator in the Accounting and Information Systems Department plays an integral role in supporting our distinguished academic programs, faculty and staff, and students.
In this position, you have the opportunity for a hybrid working schedule with three days per week in-office. Remote work agreements are continuously reviewed based on office needs, training, and schedules within the organization.
Financial Management and Business Planning – 40% Prepare and submit annual unit budget; monitors, reports and explains budget variances; addresses variances and presents alternatives for achieving goals. Oversee, analyze, reconcile, and review budget/monthly ledgers and all transactions for the three master's programs, two doctoral programs, various graduate certificate programs, and all other department accounts. Develop, produce, and analyze quality monthly, quarterly, and annual reports and deliver well-organized, impactful presentations for the Accounting and Information Systems Department. Process overload funding for the Accounting and Information Systems Department accounts. Manage endowment stewardship activity, reinvest/hold, and reports. Prepare budget reports for PIs of grants and assist with grants post-award. Oversee department scholarship and fellowship process. Liaise with the Broad College Budget Officer and other MSU fiscal officers as necessary. Human Resources Management – 30% Lead departmental strategic planning for staffing; manages department administrative staff. Facilitate fulfillment of staffing needs (e.g., define positions, prepare job descriptions and staffing requests); coordinate employment, department orientation and termination activities. Ensure staff receive necessary training in order to optimize performance of essential job functions; recommends, arranges for and/or provides training, coaching and developmental activities to shape opportunities for growth within the unit and/or university. Execute posting, recruitment, hiring and immigration paperwork for all hires for the unit. Oversee hiring of hourly students and temporary employees and act as backup approver for student labor hours in SAP. Work with unit staff to coordinate graduate assistant offer letters and maintain GA budget in partnership with the college's finance team. Create, review, and approve all forms in SAP as needed. Assists in the promotion/tenure process; gathers, proofreads, and organizes documents prior to sending to the college for approval. Work with OISS, faculty and guests to process and coordinate all visiting scholar paperwork for the unit. Assures adherence to all university human resources policies and procedures. Administration and Academic Program Management – 25% Work with the Department Chair and the Dean's Office regarding resources available or needed to support students and educational programs. Provides oversight of unit academic support for undergraduate and graduate programs. Develop and provide onboarding and support materials for academic unit leadership. Oversee development of creation, update, and maintenance of position manuals for support staff positions. Coordinate maintenance and renovation of physical facilitates, office assignments/moves. Determine best practices and develop policies and procedures consistent with organizational values and goals and recommend methods for integration of services and organizational initiatives. All other duties as assigned. Training & Support – 5% Provide training and back-up support for business professionals in the Broad College as necessary. Assist with College-wide efforts to foster a collegial, supportive work environment. Unit Specific Education/Experience/Skills Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field such as business school with coursework in office management and business; or in a field which corresponds to the particular department of employment; three to five years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit such as work experience in office management, budget preparation, financial and administrative record-keeping; experience in word processing, spreadsheet, database, desktop publishing, and/or web page design or presentation software; experience in a supervisory role; experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; or an equivalent combination of education and experience.
Desired Qualifications Experience with MSU policies and procedures, including academic and non-academic hiring policies and procedures and budget processes. Extensive experience with MSU electronic systems such as EBS; proficiency in SAP, Kuali, Business Intelligence, MS Office software (Word, Excel, Access, PowerPoint, Publisher), PageUp, Student Information System (SIS) and Salesforce.
Equal Employment Opportunity Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials Cover letter and resume required. Names and email addresses of three professional references.
Work Hours Monday - Friday. Some evenings and weekends may be required.
Website Remote Work Statement MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.
Bidding eligibility ends on 4/30/2024 at 11:55 PM About Michigan State University
Spartans work every day to advance the common good in uncommon ways.Together, we tackle some of the world?s toughest problems to find solutions that make life better?from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.We're good at it, and we've been at it for more than 150 years.The nation?s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.Today, MSU is one of the top research universities in the world?on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we?re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.
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