Department Administrator

Updated: about 18 hours ago
Location: Waltham, MASSACHUSETTS
Job Type: FullTime

The Department Administrator is responsible for directing the efficient operation of the Chemistry Department under the direction of the Department Chair. This position will oversee day-to-day operations of the Chemistry Department including, but not limited to, supervising department staff, assisting faculty with academic or financial issues, advising on both pre- and post-award activities, managing department budgets, overseeing the undergraduate and graduate academic mission, overseeing Chemistry Department events, managing facilities and space issues, coordinating all faculty hiring and promotion activities, and working with Division- and Dean-level staff to ensure smooth functioning of the Chemistry Department academic mission. This position requires a high-level thinker and problem solver with the ability to work independently on tasks.

Job Description:

  • Manage department staff. This position supervises an Academic Administrator and three Lab Stewards. 15%

  • Manage the day-to-day operations of the Chemistry Department office and manage facilities, space, lab, equipment, and personnel issues for the department. This may include assisting with requests of faculty, staff, and students, completing space surveys and equipment inventories, assisting with equipment orders and up-keep, working with office staff for all access (swipe/key) issues, overseeing departmental safety protocols, overseeing undergraduate office workers, and helping faculty to on-board new lab staff and postdocs. 20%

  • Administer the academic mission of the Chemistry Department. These responsibilities include, but are not limited to: overseeing the undergraduate Chemistry major and BS/MS program, overseeing senior honors, working with the UAH, working on open house and student visiting days, running the degree ceremony (often in conjunction with the other departments in the same degree ceremony), coordinating student prizes, working with UDRs to run the UDR program, scheduling courses for Chemistry, handling new course approvals at the Department level, entering TAs, interacting with the registrar's office, and reviewing and revising the Bulletin. Work with the DivSci Graduate Affairs Group on these responsibilities as they pertain to the Chemistry graduate program. 20%

  • Oversee all financial aspects of the department and research labs, in collaboration with SciFinance and Sci-PreAward. This position monitors ~10 research labs and ~10 university accounts within Chemistry, and is responsible for administering the research mission. Financial responsibilities include, but are not limited to: managing the accounts, alerting the Chair to any impending financial problems, submitting all faculty salary paperwork (summer and academic year), reviewing departmental time and effort reports, collaborating with SciPre-Award on grant submission, tracking the student wage budget, working with DAS on the annual budget process, overseeing departmental purchasing and expenses, working with the DivSci Personnel group to hire lab staff and postdocs, and tracking training grant appointments and expenditures. 20%

  • Oversee the Academic Administrator in planning and executing all Chemistry Department events (e.g. colloquium). Assist the DivSci Graduate Affairs office in graduate program-focused events. 10%

  • Assists the department chair as needed. These tasks may include coordinating all faculty hiring and promotion activities, generating the annual planning document, and advising them on various administrative concerns. 10%

  • Other duties as required. Estimated time: 5%


Job Requirement:

  • Bachelor's degree in science field required. advanced degree in a science field preferred.

  • Deals with problems that are highly varied, complex and often non-recurring, requiring novel and creative approaches to resolution. Makes decisions which may have implications on the management and operations of an area of the department. Contributes to important strategy, operational and business decisions that effect the department.

  • Ability to make decisions quickly and independently, when needed. There must also be a willingness to take on new challenges and an openness to change. Flexibility to manage multiple tasks in a sometimes hectic, deadline driven, environment while retaining strong decision making skills is essential. Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring and reassessment of priorities. 

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.


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