Department Administrator

Financial Management

Oversees the grant application process for all faculty, postdocs and students to prepare research grants and fellowship applications to the NIH, other federal and state agencies, public and private organizations and foundations; including but not limited to budget preparation, preparing proposal packages via Cayuse, eRA Commons, agency portals, etc.  Disseminates information concerning guidelines and regulations for grant applications as well as funding opportunities. Oversees grant approvals through Cayuse system and subsequent electronic submissions to grant-awarding agencies. Directly supervises and oversees all other pre-award functions including tracking grant activity.

 

Independently and proactively forecast financial needs of the departmental faculty; provide oversight of post award financial management of grants and contracts including tracking of actual and projected expenditures; develop forecasts and scenarios to ensure optimal use of funds and collaborate with the Chair on College funding requests; Work with Grants Administrator and Assistant Administrator to prepare reports to Principal Investigators to determine accuracy of current spending activities. Oversee close out of grants in conjunction with the College's Research Finance and Office of Finance to ensure accurate reporting to funding agencies.

 

Prepare college operating and endowment budgets annually, responsible for financial management to determine areas of concern and make proposals to Department Chair and Associate Chair as needed to ensure that that payroll and non-payroll expenditure allocations are accurate.

 

Oversees maintenance of all departmental databases to ensure compliance with regulatory bodies, i.e. IACUC, IRB, COI and EHS.

 

Human Resources

Departmental representative for all hiring, promotion, salary adjustment, performance management and termination processes. Responsible for processing and approving all job requisitions and works with the Grants Administrator to prepare electronic personnel action forms and labor redistribution requests. Responsible for effort certification ensuring accuracy and proper distribution of funds, including training principal investigators on system on how to certify employees’ efforts on their grants as needed.

 

Oversee onboarding processes for new employees.  Responsible for ensuring that departmental timecards are submitted timely for staff and postdoctoral fellows.

 

Manage and assist the department Chairperson with faculty recruitment activities.

 

Facilities Management

Oversee lab renovations for new faculty members. Participate in planning meetings regarding floor plans and plan specifications with Engineering, Health & Safety, ITS and Housekeeping departments.

 

Responsible for the procurement of supplies/equipment or services through the purchase order system. Must independently identify and resolve any issues that may arise immediately to avoid delays.

 

Operational Management

Manage the operations of the department by ensuring that established goals are being met while providing exceptional customer service to both internal and external clients.

 

Hire, manage performance and develop departmental staff by establishing priorities and delegating assignments regarding departmental and organizational policies and procedures.

 

May be required to develop and/or revise standard operating procedures.

Bachelor's Degree preferably in Business/Finance and 3 to 5 years of related experience is required.

 

Experience in grant and contract financial management in a research-intensive environment is strongly preferred.

 

In-depth knowledge of financial management principles and practices. Demonstrated competence in independent management of many accounts with differing project periods. Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources. Strong analytical skills required.

 

Demonstrated ability to work in a fast-paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to Principal Investigators and Departmental Chair.

 

Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational abilities required.

 

Demonstrate ability to manage exempt and non-exempt employees to meet and exceed expectations;

 

Demonstrate ability to balance workload of Principal Investigators with different kinds of grants and contracts.

 

Proficient in Microsoft Office, especially Excel and windows-based computer system required.

 

Adept at learning new software programs.

USD $121,500.00/Yr.

USD $135,000.00/Yr.

This position has overall administrative and operational responsibility and oversight for the Department of Genetics including budgeting, grant management, human resources, daily office operations and strategic planning. The Administrator works closely with the Departmental Chair and Associate Chair to promote departmental goals and priorities. The Department has sponsored funding totaling ~$43mil., college operating funds totaling ~$6.6mil., and endowment funds totaling ~$2.6 mil.