Department Administrator

About the Job

Department of Bioproducts and Biosystems Engineering

Salary: $34.51 - $36.12/hr, $71,780 - $75,130/yr

FLSA Status:
Non-Exempt

Appointment Type: 100%-time, Civil Service, continuous

Reports to:

Department Head

Position Overview:

This position provides leadership and solves complex problems for the administrative functions of the department of Bioproducts & Biosystems Engineering. Works directly with the head, faculty, graduate students, support staff, other administrators, and outside agencies and external stakeholders. The primary areas of responsibility are department operations, administration, strategic planning, people management, and facilities management. The position works cooperatively to maintain a productive and efficient workforce and environment by maintaining and updating BBE policies, supporting ongoing financial strategic efforts, and maintaining departmental communications.

This position is also responsible for compliance with all U of M, CFANS and BBE policies and will work in partnership with the Department Head and the Finance Team Lead as well as several CFANS and U of M offices such as CFANS HR, the International Scholar and Student Services (ISSS), Facilities Management (FM), etc. The department has two interdisciplinary undergraduate programs between CSE and CFANS, and thus this position will support the unique teaching needs and hiring for different disciplines, as well as budget management between two colleges, by working with the Department Head.

In addition, this position will assist to maintain the relationships with industry partners and various donors as the department is highly industry-facing in terms of student job placement and fundraising.

• Provide leadership for the division's administrative services and support functions and advise the Department Head on facilities and communications, offering policy guidance, best practices, contacts, and resources.
• Collect and maintain metrics related to departmental operations.
• Write/edit confidential and complex correspondence and reports.
• Manage and oversee BBE elections for committees, task forces etc.
• Manage or assign scheduling for BBE faculty and staff meetings.
• Assist the Department Head and faculty on reporting requirements.
• Actively involved in strategic planning and policy sessions with department head and faculty relative to research, teaching, outreach, and Extension missions.
• Responsible for development or renewal of administrative policies associated with the implementation of the departmental strategic plan and initiatives.
• Support the Department Head to connect with industry partners and maintain close relationships with donors.
• Academic Affairs
  • Support the Department Head in Promotion and Tenure (P&T) processes.
  • Support the Department Head in term-faculty promotion processes.
  • Explain P&T policies and procedure details to faculty.
  • Facilitate adjunct appointment process and renewals.
  • Manage academic leaves in conjunction with CFANS-Faculty Affairs.
• Facilities Management (FM)
  • Manage space assignments in Tririga.
  • Assign office space and maintain staff directories.
  • Work with FM on all building repairs and renovation projects.

• With the Department Head, manage the personnel resources by coordinating human resources processes in the department in partnership with CFANS Human Resources.
• Audit biweekly payroll verification reports and monthly expended end date reports.
• Answer questions regarding timesheets and absence reporting.
• Approve timesheets and sign documents when delegated by the Department Head.
• Coordinate the recruitment and hiring processes for all hires in a department with highly active teaching and research programs.
• With the Department Head and faculty, align research staff with proper speciality lanes for a highly multidisciplinary department.
• Work closely with finance team to verify grant funding for all hires.
• Oversee graduate assistant hires and work with the Director of Graduate Studies and Graduate Program Coordinator to admit students to the BBSEM program and set up their assistantships.
• Coor…