Academic Department Administrator, Political Science Emory College of Arts and Sciences

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

KEY RESPONSIBILITIES:

• Manages the operations personnel and fiscal activities for an academic department or business unit.
• Identifies and leads efforts to address specific operational issues.
• Develops recommendations and action plans towards their resolution.
• Determines and recommends options for addressing budget issues.
• Assists in preparing contract budgets grant applications proposals status reports and/or financial statements.
• Plans and prepares projections for management of unit operations and associated costs.
• Researches and investigates employee issues/concerns.
• Collaborates with Human Resources to recommend an appropriate course of action.
• Responds to inquiries and/or complaints from faculty staff students parents outside agencies and/or the public which require interpretation of policies and procedures.
• Projects and develops plans for addressing staffing requirements.
• Hires supervises and evaluates regular staff and student employees.
• Prioritizes work assignments and special projects.
• May conduct research and develop proposals for new programs and services.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelors degree in business administration or a field related to the departments area of specialty and two years of office administration experience or equivalent combination of experience education and training.
• Supervisory experience required.
• Experience with various personal computer software applications.

ADDITIONAL JOB DETAILS:

The Academic Department Administrator is the Lead Staff for the department. Listed below are responsibilities of the position.

Office Management

• Hire supervise and evaluate regular staff & undergraduate student employees.
• Monitor Time and Attendance system. Review leave requests & approve.
• Prioritize work assignments and special projects.
• Meet weekly with staff and department chair.

Financial and Data Management

• Manage all program and project budgets and finances.
• Monitor expenditures maintain spreadsheets on all accounts and reconcile each month.
• Analyze budget data and prepare expense projections.
• Review all financial transactions to ensure timely payment. Process transactions as needed.
• Prepare or assist in statistical and operational reports for the Chair and faculty.

Grants Management

• Advise faculty on grant submission process.
• Serve as Liaison to CAPS RAS ORFS OSP RCG Payroll Procurement and Payment Services.
• Provide accounting services for faculty on their research grants.
• Verify labor distributions to grant accounts.

Human Resources

• Serve as Department HR Rep.
• Interpret College and HR policies and procedures.
• Process new hires and rehires for graduate and undergraduate students.
• Complete Termination checklist for all full-time employees leaving the department.

Procurement

• Review P-card and Corporate Card purchasing activity for staff members.
• Maintain appropriate documentation.
• Review and process all vendor payments.
• Evaluate all contracts and ensure proper workflow approval.

Communication

• Communicate with other college and university offices.
• Respond to inquiries and/or complaints from faculty staff students parents outside agencies and/or the public which require interpretation of policies and procedures.

Space Management

• Manage space utilization for political science department activity in Tarbutton Hall.
• Serve as departmental contact person for facilities management.

Knowledge Skills and Abilities:

• Excellent written verbal and interpersonal communication skills
• Demonstrated independent judgment in setting priorities for the office
• Strong organizational time management and problem-solving skills
• Ability to multi-task and work effectively with competing deadlines
• Ability to maintain confidentiality with sensitive information through the use of discretion

PREFERRED QUALIFICATIONS:

• Prior higher education work experience
• Strong management and organizational skills
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community
• A demonstrated self-directed team player with a strategic approach to problem solving

NOTE: Position tasks are required to be performed in-person at an Emory University location; working remote is not an option. Emory reserves the right to change this status with notice to employee.

Emory is an equal opportunity employer and qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions educational programs or employment including recruitment hiring promotions transfers discipline terminations wage and salary administration benefits and training. Students faculty and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973 the Vietnam Era Veterans Readjustment Assistance Act and applicable executive orders federal and state regulations regarding nondiscrimination equal opportunity and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance 201 Dowman Drive Administration Building Atlanta GA 30322. Telephone: (V) (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation please contact the Department of Accessibility Services at or call (Voice) (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.