Department Administrator

Jun 29, 2017
Institution Type
Four-Year Institution
About The Unit:

Unit Job Summary: Reporting to the Chair, manage daily operations of the Department of the Geophysical Sciences and provide general support services for faculty, academic non-faculty, staff, and visitors. Supervise administrative support staff, oversee the Department's academic appointment process (organize case files for faculty, research staff, postdoc, and visitor appointments), plan and administer Department events, and provide general administrative support to the Chair. Serve as departmental liaison for other University units, including the Physical Sciences Division (PSD) Dean's office, International Affairs, Quadrangle Club, and Argonne National Laboratory. Responsibilities: 65% Provides administrative support to the chairman for activities related to the faculty, other academic professionals (OAP), postdocs, senior staff, and visitors, consisting of appointments and reappointments, and identifying appropriate advertising outlets (journals, associations, universities, professional websites). Assists new faculty members, students, staff, and visitors with documents and forms; implements departmental procedures and interprets university policies; assists with housing arrangements. Maintains appointment records to ensure that all salaries and appointment information remain current. Coordinates appointment and payroll activities with human resources, the Dean's office, the payroll department, and the PSD Local Business Center. Serves as delegate for faculty, OAP, and postdocs in purchasing and reimbursement. 20% Supervises administrative support staff; assists with staff recruitment (creating job descriptions, screening resumes, interviewing candidates). Assists in hiring work-study students and temporary staff. Monitors departmental expenditures, approving departmental purchases, and ensuring the department meets its annual budget target. Collaborates with PSD Local Business Center staff on all business and financial functions that are the responsibility of the LBC. Initiates documents and forms for the processing by LBC staff. Acts as liaison with International Affairs. 10% Plans and administers departmental events, such as receptions, colloquial and seminars. Manages guest lists, caterers, reservations, and expense reimbursements for speakers and attendees. Coordinates activities with support personnel in the department, and in other campus offices. 5% Updates and maintains calendars and phone directory on the departmental website. Creates faculty and staff employment history reports and verifies employment. Performs related duties as required.

Unit Education: Bachelor's degree plus a minimum of two years progressively responsible administrative experience OR a minimum of five years progressively responsible administrative experience required. Bachelor's degree in business, accounting or related field preferred.

Unit Experience: Supervisory experience preferred.

Unit Job Function Competencies: Familiarity with general business practices required. Commitment to providing a high level of service and working in a team environment required. High degree of professionalism required. Attention to detail required. Ability to handle confidential information with utmost discretion required. Excellent interpersonal, verbal, and written communication skills required. Ability to handle multiple tasks simultaneously and under tight deadlines required. Strong analytical and organizational skills required.

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