Academic Department Administrator
Michigan State University
United States

Academic Department Administrator / Administrative Business Prof/S

Apply now Job no: 925355
Work type: Support Staff
Pay Grade: 12
Major Administrative Unit / College: Eli Broad College Of Business
Department: Department Of Marketing 10008877
Sub Area: APSA- Pro Supervisory
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Financial/Accounting, Human Resources, Professional Supervisory- APSA, Full Time (90-100%), Union, Remote-Friendly

Working/Functional Title

Academic Department Administrator

Position Summary

The Eli Broad College of Business is seeking a highly collaborative, extremely responsive, detail-oriented, and technologically savvy Academic Department Administrator to join our team environment and support the operations of the Department of Marketing. The successful candidate will oversee the operational activities of the Department, managing and assisting in planning fiscal and administrative procedures. The Academic Department Administrator serves as the Department’s fiscal officer and provides oversight for academic Department operations including serving as the office manager and supervisor of support staff, facilitating Department human resources activities, and overseeing academic program management.

The Broad College of Business creates and disseminates knowledge through collaboration, developing global transformational leaders who positively impact organizations and society. Our vision is to be a top-of-mind business school as reflected by the recognition of our brand, the reputation of our people, and the rankings of our programs. The Academic Department Administrator in the Department of Marketing plays an integral role in supporting our distinguished academic programs, faculty and staff, and students.

DUTIES INCLUDE:

Financial Management and Business Planning – 35%

  • Prepare and submit annual and mid-year department budgets; monitor, report, and explain budget variances; address variances and present alternatives for achieving goals.
  • Oversee, analyze, reconcile, and review budget/monthly ledgers and all transactions for the department’s two master’s programs, doctoral program, and all other department accounts.
  • Develop, produce, and analyze quality monthly, quarterly, and annual reports and deliver well-organized, impactful presentations for the Department of Marketing.
  • Process overload funding for the Department of Marketing Accounts.
  • Manage endowment stewardship activity, reinvest/hold, and reports.
  • Prepare budget reports for PIs of grants and assist with grants post-award.
  • Oversee department scholarship and fellowship process.
  • Liaise with the Broad College Budget Officer and other MSU fiscal officers as necessary.

Human Resources Management – 35%

  • Lead departmental strategic planning for staffing; manages department administrative staff.
  • Facilitate fulfillment of staffing needs (e.g., define positions, prepare job descriptions and staffing requests); coordinate employment, department orientation and termination activities.
  • Ensure staff receive the necessary training in order to optimize performance of essential job functions; recommends, arranges for and/or provides training, coaching and developmental activities to shape opportunities for growth within the Department and/or university.
  • Execute posting, recruitment, hiring and immigration paperwork for all hires for the Department.
  • Oversee hiring of hourly students and temporary employees and act as backup approver for student labor hours in SAP.
  • Work with Department staff to coordinate graduate assistant offer letters and maintain GA budget in partnership with the college’s finance team.
  • Create, review, and approve all forms in SAP as needed.
  • Assists in the promotion/tenure process; gathers, proofreads, and organizes documents prior to sending to the college for approval.
  • Work with OISS, faculty, and guests to process and coordinate all visiting scholar paperwork for the Department.
  • Assures adherence to all university human resources policies and procedures.

Administration and Academic Program Management – 25%

  • Work with the Department Chair and the Dean’s Office regarding resources available or needed to support students and educational programs.
  • Provides oversight of Department academic support for undergraduate and graduate programs.
  • Develop and provide onboarding and support materials for academic Department leadership.
  • Oversee development of creation, update, and maintenance of position manuals for support staff positions.
  • Coordinate maintenance and renovation of physical facilities, office assignments/moves.
  • Determine best practices and develop policies and procedures consistent with organizational values and goals and recommend methods for integration of services and organizational initiatives.
  • Oversee annual IT (Information Technology) inventory for the department and work with IT to ensure that it is up to date.
  • Oversee that Spartan Space is kept up to date.
  • Oversee Capital Equipment processes.
  • All other duties as assigned.

Training & Support – 5% 

  • Provide training and back-up support for business professionals in the Broad College as necessary. 
  • Assist with College-wide efforts to foster a collegial, supportive work environment.  

In this position, you have the opportunity for a hybrid working schedule with three days per week in-office. Remote work agreements are continuously reviewed based on office needs, training, and schedules within the organization.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment; three to five years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit; experience in a supervisory role; experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; or an equivalent combination of education and experience.

Desired Qualifications

Experience with MSU policies and procedures, including academic and non-academic hiring policies and procedures and budget processes. Extensive experience with MSU electronic systems such as EBS; proficiency in SAP, Kuali, Business Intelligence, MS Office software (Word, Excel, Access, PowerPoint, Publisher), PageUp, Student Information System (SIS) and Salesforce.  

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

  • Resume
  • Cover letter addressing your extent of experience related to this position, and why you feel this position would be a positive career move for you
  • Names and email addresses of three professional references

Work Hours

Monday - Friday. Some evenings and weekends may be required.

Website

https://broad.msu.edu/marketing/

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends on 1/23/2024 at 11:55 PM

Advertised: Jan 17, 2024 Eastern Standard Time
Applications close: Jan 30, 2024 Eastern Standard Time

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