Manager of Administration, Office of the Dean of Undergraduate Students

Location
Princeton, NJ
Posted
May 10, 2017
Institution Type
Four-Year Institution

Requisition # 2017-7453
Department Dean of Undergraduate Students
Category Administrative Support
Date Posted 5/9/2017
Full-Time / Part-Time Full-Time
Application Deadline ..

Overview

Overview:



Reporting directly to the dean of undergraduate students, the core responsibilities of the manager of administration are 1) to provide the highest level of administrative support to the dean and 2) to oversee the general functioning of and business operations of the 29 member department.

Responsibilities



Summary of Functions:



Administrative support to the dean:
A primary duty involves prioritizing workflow as it relates to demands on the dean's time and schedule. The manager determines which demands merit the attention of the dean and which can be handled by others, including personnel from outside departments. This winnowing function assures that the limited time and attention of the dean is focused efficiently and effectively.


The manager also provides support for dean's vision of department, and with the dean's approval, designs and implements policies to support the efficient functioning and organization of the department. The manager also works with the dean on special projects, coordinates and organizes the dean's meetings and schedule, gathers and disseminates information for special projects, drafts correspondence and provides general administrative support.


Oversight of the general functioning and business operations of the department:

In collaboration with the dean, the manager of administration functions as the financial manager for the department's substantial budget, developing and overseeing the overall budget which includes Outdoor Action, Frist Programming, Student Agencies, numerous endowment accounts, and over 300 student organizations. The manager monitors spending and provides regular and timely analysis of spending and available funds to the dean. With the assistance of the financial coordinator, the manager is the liaison between the Office of Finance and Treasury and other departmental staff.

The manager ensures departmental compliance with all university financial policies including credit card guidelines and the financial transactions of student organizations. The manager instructs staff on the proper and appropriate use of the University's financial system. In support of University financial procedures, the manager designs and implements department specific training to keep ODUS staff abreast of the University financial processes. The manager advises ODUS staff regarding the resolution of financial or budgetary problems, fields questions about financial policies and practices, and oversees the implementation of effective protocols and process improvements. The manager has oversight for numerous program budgets and supports other deans and directors in their oversight responsibilities. In collaboration with the dean, the manager provides mid-year budget analysis of all ODUS program budgets and an annual analysis of operating /salary expenses to the Office of Vice President of Campus Life. In addition, the manager oversees the budget close at the conclusion of the fiscal year.

Within a busy office, the manager organizes and makes decisions regarding the assignment of regularly occurring work and a constantly changing array of ad hoc assignments to the ODUS staff. The manager makes decisions about restructuring employee responsibilities to adapt to new procedures or to create a more efficient work flow. In addition, the manager oversees a variety of independent projects and requests from other University offices. In performing these tasks, the manager interacts frequently with administrators, faculty, students, and individuals external to the University.

The manager functions as the direct supervisor of a five member professional team including two support staff, two administrative assistants, one financial coordinator and several student workers. Additionally, the manager maintains a dotted-line supervisory relationship to the information technology specialist. Managerial responsibilities include hiring, training, supervising, and motivating staff as well as conducting annual performance appraisals. In addition, the manager, along with the financial coordinator, regularly provides administrative support and training on financial policies and procedures, to staff in other ODUS units. The manager disseminates information to all ODUS employees in regard to a variety of human resource policies (e.g. disability, fair labor practices, absences, hiring, etc.), tracks and monitors vacations and other absences, and ensures compliance with other policies such as Conflict of Interest. With the technical assistance of the department computer specialist, the manager develops materials for the ODUS employee website which functions as an online resource for ODUS staff, designed to create awareness of policies specific to ODUS (e.g. professional development, vacation requests, etc.) and serves as a platform to provide information about University initiatives.

The manager has responsibility for the coordination and management of the Pyne Prize selection process. (The Pyne Prize is the highest general distinction the University confers upon an undergraduate.) The manager advertises the nomination process, maintains and improves, when appropriate, the electronic nomination system for faculty, staff and students wishing to nominate a candidate and ensures that the selection process uses the best available technology for soliciting and collecting nominations. The manager conducts biographical research on all student nominees, collecting academic and extra-curricular supporting letters and other material. The manager also works with the Alumni Council and the Office of Communications to prepare materials on the winners for publication.

The manager serves as the copy editor of the annual version of Rights, Rules, Responsibilities. The manager manages a database of academic and administrative departments to be solicited for annual revisions to RRR. The manager works with the Communications Office to review proofs, coordinate department orders, and set the production schedule. The manager also coordinates changes to the online version as well as the hard copy edition. The manager coordinates with Printing and Mailing Services the distribution of RRR and related materials to undergraduates as well as other interested University departments.

The manager coordinates annually with the Undergraduate Honor Committee to ensure that updates and modifications to the Honor Code appears in the matriculation website for new students. The manager also has financial oversight for the Honor Committee budget, providing guidance to the Committee treasurer about University policies and appropriate budget expenditures.

As hiring manager, the manager of administration coordinates all searches for departmental vacancies, including posting job descriptions, maintaining records related to searches, serving as the point of contact for candidates, and providing those invited to interview with travel and other appropriate information. The manager creates interview schedules, interviews candidates, and arranges for other amenities. The manager also assists in orienting all new employees to the department.
The manager coordinates the ODUS summer mailing to incoming freshmen with Printing and Mailing, organizing materials from other offices to be included in the mailing and setting the schedule to ensure delivery on appropriate dates.

The manager supports the dean and the department with miscellaneous assignments.



Qualifications



Education and Experience Requirements:



A bachelor's degree is required; advanced degree is preferred.



A minimum of six years of relevant experience is required; previous financial and supervisory experience strongly preferred. Work experience in a college or university setting strongly preferred.



Familiarity with human resource and financial systems at Princeton University preferred.



Required Skills:

Excellent writing and communication skills;
Strong computer skills (Microsoft Office applications);
A high degree of discretion and good judgment;
Ability to prioritize tasks and take initiative in a busy work environment;
Demonstrated capacity for managing projects independently;
Appreciation for and commitment to creating and maintaining a diverse and inclusive work environment;
Demonstrated capacity for motivating others, supporting innovation and effective leadership.
Excellent interpersonal skills



Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary Grade

ADM, 050

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No



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