Department Manager

Jun 30, 2017
Institution Type
Four-Year Institution

Stanford University

Department Manager

Job Number:

The Department of Applied Physics in the School of Humanities and Sciences at Stanford University is seeking an experienced Department Manager (DM) to provide strategic direction for the administrative and operations-related functions of the Department. The Applied Physics Department consists of 24 faculty, 25 postdocs, 135 PhD students, and 3 MS Students. This position currently supervises one administrative employee.

The DM oversees the administrative services and has overall responsibility for short-term and long range planning and all operational functions, including oversight of finance, compliance, faculty affairs, student services, academic support services, human resources, privacy and information security.

The DM has a primary reporting relationship to the Department Chair for department operational responsibilities. There is a secondary reporting relationship to the Senior Associate Dean for Finance and Administration of the School of Humanities and Sciences for compliance with School and University policies, procedures, and in implementing School and University objectives. The DM functions as a generalist and with considerable autonomy, exercising sound judgment in carrying out his/her responsibilities while working collaboratively and closely with the Department Chair, and the faculty. The DM seeks assistance from, and delegates to functional experts in the Dean's Office and others across the Department on complex matters. The DM acts as a trusted colleague to both faculty and staff, and serves as a consultant and representative for the Department to other organizations within the University.

A key responsibility for the DM will be to review the administrative structure and determine the needs of the organization with an eye towards future growth.


  • Manage staff in the day-to-day operations for functional area(s) of responsibility. Responsible for hiring and retaining staff, career coaching, personal development for direct reports and accountable for the performance of employees. Ensure work completion within schedule and constraints.

  • May independently or in collaboration with human resources managers, guide faculty supervisors in the interpretation and implementation of human resources policies, procedures and programs.

  • Evaluate business processes and operational and/or financial effectiveness. Analyze and resolve complex issues and provide alternative solutions as necessary. May lead process improvement for immediate unit.

  • Analyze unit needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions. Work with the Chair and/or Dean's Office regarding resources to support faculty activities and interests.

  • Interpret, implement and ensure compliance with university academic and administrative policies and procedures within an operating unit. Recommend new internal policies, guidelines and procedures.

  • Manage the finances across all sources for the annual budget, including developing, monitoring, analyzing, forecasting and reporting.

  • Manage and coordinate grants and contracts for the department. Ensure compliance with institutional and external requirements.

  • Represent the unit's business and academic operations within the organization/school.

  • Manage student and faculty program administration for their unit.

    * - Other duties may also be assigned.

    Education & Experience:

    Bachelor's degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:

  • Demonstrated supervisory skills including conflict resolution.

  • Excellent planning and organizational skills.

  • Excellent communication skills

  • Working knowledge of accounting, budget planning and financial forecasting.

  • Strong negotiation and effective interpersonal skills.

  • Solid analytical and problem solving skills.

  • Attention to detail and accuracy.

  • Strong expertise in business and management computer applications and databases.

  • Strong knowledge in industry standards and/or regulatory requirements.

  • Ability to multi-task and manage deadlines.

  • Subject matter expertise for area(s) of responsibility.

  • Able to keep abreast of general industry knowledge and trends

    Certifications and Licenses:



  • Constantly perform desk-based computer tasks.

  • Frequently sitting.

  • Occasionally stand/walk, writing by hand, use a telephone, lift/carry/push/pull objects that weigh 11-20 pounds.

  • Rarely sort/file paperwork or parts, rarely twist/bend/stoop/squat.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • Occasional evening and weekend hours.


    • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

    • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

    • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

    Job: Administration

    Location: School of Humanities and Sciences
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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