The Administrative Director provides leadership and oversight of administrative processes, initiatives, and special projects that are associated with the Office of International Affairs. Responsibilities include providing executive level support to the Vice President/Vice Provost for International Affairs, managing the budget process, providing oversight to the stem’s finances, managing administrative policies and practices for the stem, and supervising staff. The Administrative Director reports directly to the VP/VP for International Affairs and is a member of the Leadership Team. The Administrative Director works effectively and demonstrates intercultural savvy with business and administrative operations involving international partners.
Accountabilities & Supporting Activities
Lead the budget process for the stem and provide oversight to stem finances
•Provide comprehensive financial information, analysis and reporting to monitor the overall financial resources for the Office of International Affairs by analyzing prior years’ revenue and commitments; provide projected vs actual expenditure data and reports in participation of the planning of the College’s immediate and long-term budgetary needs
•Serve as the primary liaison to the university financial stem. Stem representative to University-wide meetings such as Business Managers, Employment Coordinators, and Banner meetings.
•Coordinate financial planning and provide accurate financial data in support of the successful operation of OIA. This position is ultimately responsible for the accuracy of financial information that is submitted.
•Prepare proposals, obtain quotes, request purchase orders for all capital purchases for OIA.
•Audit and review all ONECARD transactions to ensure proper interpretation of the Business and Expense Travel Policies. Serve as a primary approver for Directors and a secondary (backup) approver for their staff.
•Monitor salaries and manage the annual process for determining merit raises.
•Forecast expense and revenue budgets throughout the fiscal year and make recommendations based on financial analysis, planning and strategic initiatives. Monitor monthly transactions, expenses, maintain historical financials to provide metrics and make recommendations on how to proceed as initiatives grow and change.
•Lead the annual budget request process for the stem, including the compilation and preparation of the budget submission
•Serve as a strategic advisor to Vice President/Vice Provost and the various business units, by preparing reports, providing ways to reallocate or use existing resources, training new staff, and providing audits of items for financial manager review.
Provide administrative and strategic leadership to the stem
•Provide strategic advice to the stem on appropriate data use through planning, policy, and protocols at Lehigh.
•Serve as OIA representative to the Data Governance and Standards Committee.
•Develop OIA policies for operational oversight, data retention and archiving; data quality and consistency; and privacy, security and risk management.
•Advocate for OIA's data needs in university supported systems and directives (such as the Data Lake).
•Contribute to development and implementation of strategic plan for OIA, business plan modeling, benchmarking, and resource allocation.
•Provide strategic advice to the Vice President for International Affairs on all items pertaining to finances to support, technology, spending, and human resources.
•Serve as member of the OIA Leadership Team.
•Meet with the OIA department coordinators quarterly to keep up to date on best business practices and provide support.
Manage administrative systems and projects
•Serve as Project Director/Manager for designated activities within the stem, working in collaboration with other areas as needed
•Leverage technology and optimize administrative systems in support of office operations and stem and university initiative and projects.
•Provide administrative and fiscal oversight of procedures, processes, and projects, including budgeting, staffing, and systems for on-going and special projects.
•Provide leadership to establish timelines for project completion, create budgets when needed, manage aspects of the project, follow up with the appropriate individuals to ensure that project components support overall project goals. Projects may involve all areas of OIA and other divisions on campus.
•Manage and/or facilitate special initiatives and projects that may have high visibility on campus and/or in the community.
•Manage process for engaging with external consultants.
•Manage space requests and space planning for OIA. Serve as primary liaison to LU Facilities. Manage building projects including, staff moves, building upgrades, and health and safety concerns for staff.
•Manage the process for technology, hardware, and software contracts with assistance from the Systems Manager and LTS recommendations to maintain data standards and purchasing requirements for university supported devices and software. Advise on strategy maintaining and upgrading technology.
•Supervise OIA systems manager and administrative services secretary.
Manage OIA staffing and human resources processes and procedures
•Manage the Position Description process, review, upgrades, and department re-organizations. Consult with OIA offices regarding position changes.
•Manage the annual merit process including notifying directors of the timeline for annual appraisals, and consulting with the VP/VP on merit pool funding allocations.
•Manage the employment process within OIA through coordination of the hiring process with supervisors involving best hiring practices, financial over site and recommendation within the budget resources, documentation of the search, system training involving record keeping and compliance. Provide guidance and assistance to hiring supervisors in regards to compliance and documentation throughout the employment process. Assist with salary determination. Provide managers with an OIA specific on-boarding checklist. Provide strategic guidance and oversight to hiring processes to ensure goals to recruiting a diverse pool of applicants.
•Develop metrics to track OIA progress with regard to university’s diversity, equity, inclusion goals for staff recruitment and retention. Advise OIA searches on strategies to ensure diverse candidate pools. Advise on OIA practices and policies that support retention of diverse staff.
•Manage employee separation to ensure that asset management and financial management items are properly closed and released
•Manage, process, and provide fiscal oversight for all payroll and personnel actions
•Remain current with university employment policies, procedures and new initiatives; advise VP/VP and OIA directors on employment policies
•Provide strategic advice to the VP/VP in matters of law and contracts; hiring; reorganization; job elimination policies; and other personnel issues
•Serve as primary liaison with Human Resources
Provide oversight and management to support financial accountability for grants, endowments, and special projects/programs
•Review and ensure compliance within budget parameters.
•Monitor and manage revenue in the form of gifts, program income, and program support.
•Advises and makes recommendations to OIA staff to ensure that grant budgets are balanced and spending aligns with budget scenarios. Provide advice on course of action required to resolve any discrepancies.
•Review financial information and reports for the VP/VP and principle investigators.
•Consult with Office of Research and Sponsored Programs to ensure staff involved with a grant are trained and acting in compliance with university and federal requirements and practices.