Office Manager

Department Pharmacology & Toxicology Primary Campus University of Kansas Lawrence Campus
Job Description Administrative – 50%

• Student Recruitment / Graduate Program Support
• In collaboration with the Departmental Director of Graduate Studies (faculty member) formulate and execute an annual graduate student recruitment plan/procedure. The process will include: collecting information, coordinating layout, preparing material for faculty review and selection of applications (involves reviewing all applications and preparing summary of key characteristics); preparing summary of application process results reflecting the demographics and outcomes of each applicant and application.
  
  Work with the Departmental Director of Graduate Studies and the University Graduate Studies Office to perform required online tasks regarding graduate studies and student assessment and graduation requirements.
• Daily Office Operations / Inventory Control
• Oversee the daily operations of the departmental office. Insure common use equipment such as copier/printer are in working order. Tasks which may include but are not limited to: sorting departmental mail; delivering packages to labs, directing phone calls and inquires to appropriate departmental members; and assisting faculty members with correspondence, especially the Chair. Take care of equipment inventory, room/space for the University of KS and proper disposal of equipment.
• Instructional Activity Support
• Provide administrative support for instructional activities of department. Activities include, but are not limited to, scheduling rooms for courses and other departmental activities, and administration and collection of student feedback questionnaires.
• Committee Scheduling / Meeting Support
• Act as facilitator for departmental committees such as promotion and tenure, faculty recruitment and new faculty start-up.
  
  Duties include:
  
  scheduling committee meetings; developing and maintaining expertise regarding the University procedures and policies that must be followed and conveying the information to the committee; compiling necessary information and documentation and packaging in a professional manner; and act as liaison with the University administrative office responsible for oversight of these activities. Act as facilitator for departmental faculty meetings. Responsibilities include attending meetings and preparing resulting action points and minutes, and preparing summaries or analysis as requested of issues before faculty.
• External Communications/ Website Maintenance
• Maintain and update departmental web site and departmental social media. Keep all alumni information current. Help create newsletters to be sent out to past graduates and friends of the department.
• Coordinate Visitor Arrangements
• Coordinate visits to the department for outside speakers, faculty candidates, graduate student applicants and other guests. Arrange travel accommodations, reimbursements, lunches and schedules.
• Perform various other duties as assigned and needed.

Budget/Finance – 50%

• Accounting management of all school records for the Department including analysis and preparation of monthly reports for discussions with department chair, transferring money between accounts, serve as department liaison with Dean’s office and other University administrative offices and preparation of financial reports. The financial reports including but are not limited to:
  Annual Financial Survey of American Association of Colleges of Pharmacy, Annual Budget Request and Report of Departmental Activity, Summer Budget Analysis and Report, and Annual Faculty Activities and Grant Analysis. Perform analysis of university budget, including projections and tracking of expenses, and reconciling of department ledger with OAC to assure accuracy of all accounts. Make internal allocations of department funds to assure a positive balance in all accounts and track expenditures of reallocated funds.
• Maintain departmental payroll and initiate necessary appointment changes and related budget reallocations. Responsible for tuition/fee 3G forms for all GRA’s in the Pharmacology & Toxicology department. Project and manage salary release and fringe…