Manager Administrative Operations

CORE JOB FUNCTIONS

• Ensures all administrative operations run smoothly and efficiently.

• Coordinates,plansand directsserviceswhichsupport the running ofthedepartment 

• Plansand coordinatesthe duties of staff in addition toanalyzescomplex administrativeconcerns.

• Develops and implementsdepartment processes.

• Recruits andtrainsoffice support staff. 

• Manages staff in the day-to-day performance of their jobs. 

• Ensures projects,department milestones/goals are met and adheresto approved budgets. 

• Purchases andmaintainsoffice equipment and supplies. 

• Tracks and analyzes operational costs. 

• Coordinates delivery of office services with other departments. 

• Establishes and continuously assessesthe effectiveness of the internal controls within the unit and compliance withUniversitypolicies and procedures.Ensures employees are trained on controls within the function and onUniversitypolicy and procedures. 

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties orresponsibilitiesas necessary. 

Knowledge,Skillsand Attitudes:

• Ability to accurately prepare andmaintainrecords, files,reportsand correspondence

• Ability to communicate effectively in both oral and writtenform.

• Ability tomaintaineffective interpersonal relationships.

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to effectively plan, delegate and/or supervise the work of others

• Knowledge of business and management principles.

DEPARTMENT ADDENDUM

Department Specific Functions

Reports toDepartmentalChair andDepartment’sSenior Administrative Officer.

• Primarily exercises discretion and independent judgment in daily activities.

• Completes special assignments forBMB Department Chair.

• Will also provide administrative support to, BMB, Graduate Program Director 

• Contactsorrespondsto contacts from high-ranking individuals inside or outside the corporation. 

• May involve unique situations where each contact must be handled differently, using judgment and discretion.

• Reads outgoing correspondence for executive approval and alert writers to any conflicts or departure from policies or the executive’s viewpoint.

• Will process visas for scholars and others visiting Dept Chair’s Research Lab

• Will work on patent applications

• Interprets requests,deciding whetherexecutiveshould be notified of important or emergency matters. Interpret and adapt guidelines, including unwritten policies, precedents, and practices.

• Issues and interprets operating policies.

• Assistsexecutive administrative details, often of a confidential nature.

• Assists the Department with organization of Seminars, Student Defenses and Special Projects

• Approvespurchasingorders for Department Chair’s laboratories and research staff. 

• Analyzes operating practices such as record keeping,formscontrol, office layout, or workflow, and recommend changes as needed.

• Performs administrative functions such as composing or dictating correspondence, scheduling appointments, etc.

• Maintains calendar, types, provides routine and general clerical toDepartment’sChair and Research Team. 

• Answers telephones, take messages, answers routine questions, and transfer calls toappropriate individuals. 

• Greetsvisitors and callers, handle their inquiries, and direct them to theappropriate personsaccording to their needs.

• Orders office supplies

• Composes correspondence or selects standardized formats.

• Prepares financialforms;reconciliation of PCARD,will put together budgets for projects

• Performs other duties as assigned.

• Assists Chair in proposal development and preparation of manuscripts, articles for science journals and manuscripts

• Will keep Bio sketch of Chair up to date

• Makes and manages travel arrangements for Chair and her research staff as well as for the Vice Chair of Research.

Knowledge,Skillsand Attitudes:

• Excellent interpersonal and communication skills

• Must have excellentEnglish speakingskills; both written and oral

• Attention to detail 

• Ability tomulti taskwith ease

• Must be proficient with Word,Alsomust know Power Point and Excel