Department Administrator â" Integrative Biology and Physiology
POSITION DESCRIPTION:
Executes the mission and vision of the Department of Integrative Biology and Physiology and the Department Head by interfacing with internal and external stakeholders to ensure success and excellence in the areas of research, finance and education. Works closely with the Department Head on all department-related matters, which involves collaborating with MNPI Center Finance Director and MNPI Human Resources Manager to ensure proper administration of department budget, finances and human resources. Supervises the day-to-date operations of the department by resolving issues related to staffing, relationship with federal agencies, faculty committees, capital equipment and others. Supervises administrative staff in the areas of undergraduate education, graduate education and training grant. This is a hybrid role, spending some time on-site 3 - 4 days per week (with room for flexibility)
Specific responsibilities include:
45% Department Management, Program Administration & Development and Consulting
- Coordinates with the Department Head to execute strategic objectives, often related to sensitive and complicated topics, such as faculty funding/salary, and hiring
- Assists the Department Head in long-term planning and vision for the department, especially related to hiring, promotion and tenure, and efficient use of research space
- Interfaces with the Dean's leadership team and the Office of Faculty Affairs to manage the department's continuing faculty recruitment, promotion and tenure processes
- Analyzes processes to ensure efficacy and develop strategies for improvement that are presented to department leadership and faculty for feedback and implementation
- Works closely with staff in the areas of graduate education and faculty development by becoming familiar with collegiate and institutional policy to ensure high-functioning execution of research and education components of the department mission
- Assure quality communication between internal and external constituents
- Represent the department in management of the MNPI Administrative Center
- Lead and manage the faculty annual review process, compilation of promotion and tenure dossiers, and other faculty issues as they arise
- Assist the IBP Head with departmental correspondence including department-wide communications, reviews grant and publication communiques before being released, and investigates available resources that could aid the Department Head in communications and publications
- With administrative team, assist the IBP Head with scheduling, calendar and travel arrangements, interfacing with faculty and administrative colleagues both locally and nationally
25% Team Leadership and DEI â" Inclusive Excellence
- Administer the Inclusive Excellence programs: AHA UPRIME program, IBP T32 training grant and IBP INPUT programs
- Supervises full time Civil Service staff (working titles: Education Coordinator and Researcher) to ensure the functionality of all areas of administrative support, notably those related to graduate education and faculty affairs (hiring, promotion, tenure, retirement, and development)
- Analyzes efficacy of administrative support and collaborates with the MNPI Administrative Center to ensure administrative needs are being met
- Collaborates with MNPI Administrative Center managers, including other department administrators, finance, grant, and HR managers, to create unified processes for central administrative issues that affect units larger than individual departments
- Sets goals for staff and encourages employee engagement through regular check-ins and team-building exercises
Partner with MNPI HR to resolve employee issues
10% Project and Risk Management
- Reorganizes research and education office space as needed; interfaces with FM, UCon, and RFSS to renovate space; works with faculty and building/compliance stakeholders to successfully place, relocate, and dispose of materials related to complex research programs
- Monitors and periodically audits capitalized equipment across tens of thousands of square feet of research space in buildings across campus
- Ensure department compliance with external and institutional policies and procedures
10% Financial and Department Oversight
- Partner with MNPI Finance Manager to ensure compliance with UM financial policies
- Advise Head as needed on streamlining of business model and operations
- Develop department processes to meet the needs of faculty researchers
- Writes annual appointment letters and works closely with the MNPI Finance Director and Department Head to ensure accurate accounting of department funds, especially related to faculty compensation (notably the "Z" salary component and non-sponsored return programs)
10% Special Projects
- Lead, manage and execute the annual Visscher Symposium and Cardiopalooza event
- Lead, manage and execute the publication of the InFocus Newsletter
- Lead, manage and execute the data collection and publication of the annual Medical School Basic Sciences SNAPSHOT
- Works closely with the Education Coordinators on the successful upkeep of the undergraduate and graduate program arm of the department, including monitoring activities related to recruitment and student retention
- Oversees the execution of annually recurring and ad hoc events and seeks opportunities to involve the department in events run by other departments
REQUIRED QUALIFICATIONS:
BA/BS plus at least 6 years of experience in executive administration, with some time spent supervising others
Demonstrated experience in team building, management, coaching and mentoring
Demonstrated experience managing schedules, providing direction and coordination for the implementation and support of internal and external constituents
Excellent written and verbal communication skills
PREFERRED QUALIFICATIONS:
Experience administering academic programs, grants, and contracts
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