Biology & Kinesiology

DEPARTMENT MANAGER, #15-112 Biology & Kinesiology

Summary

The Department Manager provides senior level administrative support to the department chairs and faculty for the Biology and Kinesiology Departments. Coordinates all budgets (departmental grants, faculty grants, student research, and summer research program) budget. The Department Manager organizes all hiring and payroll issues for student workers. The Manager coordinates faculty searches, seminars, and student presentations, and coordinates and maintains all departmental internal and external communication (visits by prospective students and parents, phone, email, web page, and social media). He or she will coordinate all departmental reporting requirements to the College and federal and state agencies. The Department Manager supervises the Department Administrative Assistant and student workers.

Responsibilities

Fiscal management and accounting 1. Keeps accurate records of expenditures and balances in all budgets associated with the Biology and Kinesiology Departments. These budgets and accounts include: departmental budgets, faculty research budgets, grant budgets, student research budgets, and the summer research budget. Must provide timely reports to the Chairs, faculty, and staff on request. 2. Interacts with grant and contract agencies, as well as the college’s budget and SRO offices, to manage budget questions associated with reporting, invoicing, and payments. This responsibility includes assisting faculty in creating budgets for various grant and contract agencies, managing reporting requirements for departmental and faculty grants and contracts, and coordinating IRB [Institutional Review Board, including Institutional Animal Care and Use Committee (IACUC) and Human Subjects] related activities for both departments. Receives and submits invoices for payment. Communication 3. Coordinates outreach and communication activities with departmental alumni. 4. Handles routine email communication within each department and announcements to the campus community. 5. Updates departmental web and social media sites frequently (at least weekly). 6. Maintains departmental calendars and coordinates scheduling for departmental activities such as seminars, visitor schedule, and social activities. 7. Interacts with Facilities concerning building maintenance, upkeep, work orders and remodeling projects. Personnel: 8. Manages any administrative assistance and student office workers. 9. Organizes all documentation (employment forms, timesheets, paychecks) related with student employment in both departments and the summer research program. Academic: 10. Processes and evaluates student petitions and requests in conjunction with department chairs. 11. Assists in the development of WASC assessment and departmental review documents. 12. Assists with the coordination of course and laboratory scheduling. 13. Tracks departmental statistics such as annual number of majors, number of courses offered, and number of students. Other 14. Works expertly with a variety of software packages including the Microsoft Office Suite (MS Word, Excel, PowerPoint), Adobe Acrobat and Live Whale (web program), and other standard software used by the college. Takes advantage of opportunities to upgrade skills offered by ITS and as approved by department chairs. Customer service 15. Must have the ability to solve problems or know when to ask a supervisor to solve problems. 16. Represents the College in a positive manner. 17. Possesses good organizational skills. 18. Maintains the Departmental office in a professional manner, including ordering basic office supplies and coordinating maintenance and repair of departmental office equipment. 19. Assists the department chairs with various tasks. 20. Assists students as needed. 21. Assists departmental visitors as needed.

Qualifications

BA degree preferred or equivalent combination of education and experience. Must have 5 years of administrative assistant experience, preferably in and educational setting. Requires thorough knowledge of all general office practices and procedures. This person must be comfortable working in a research-intensive environment. As such, they must diligent and extremely proficient at budgeting and associated responsibilities. Similarly, they must be very proficient in Microsoft Office Suite (MS Word, Excel), webpage software and Adobe Acrobat etc. Must have ability to resolve issues, handle occasional crisis situations. Requires outstanding customer service demeanor and excellent communication skills. Salary Rate: