Department Manager - Humanities, Arts & Social Sciences
- Colorado School of Mines
- Colorado, United States
- Salary Not Specified
- Posted Date
- Jan 30, 2023
- Position Type
- Faculty Positions, Business & Management, Management, Administrative, Academic Affairs, Academic Administration, Executive, Other Executive
- Employment Level
- Employment Type
- Full Time
Department Manager - Humanities, Arts & Social Sciences
The Department Manager is the principal administrator for the department. The Department Manager provides management level operational oversight and direction in support of the mission of the Colorado School of Mines. Reporting to the Department Head (DH), the Department Manager will work independently and in conjunction with the DH in planning, coordinating, implementing, and assessing strategic objectives to achieve the goals of the DH for the department. The Department Manager is responsible for non-academic operations including but not limited to: (a) fiscal management, strategic planning and analysis of all department funds, (b) ensures efficient department operations for students and faculty, (c) oversight of the management and support of the graduate and/or undergraduate program, (d) developing and enhancing alumni relations through financial stewardship, (e) supporting fundraising efforts, and (f) marketing and promoting the department with Mines Communications. This position may also provide supervision of other administrative support staff in the department.
Department Management (50% - essential) Provide leadership, oversight and coordination of department operations and administrative functions. Collaborate with the DH with strategic planning as well as provide operational oversight, departmental management and executive administration to the DH. Essential functions include:
- Provide oversight and coordination of business and administrative functions. Work with DH to create and implement departmental policies and procedures. Make decisions on behalf of department with regards to purchasing, human resources and other administrative departments on campus. This requires intimate and up-to-date knowledge of the Faculty Handbook policies and procedures (i.e. Promotion & Tenure, Performance Management, Leave, Hiring, etc.), specialized and up-to-date fiscal knowledge of allowed expenditures on various types of accounts, as well as up-to-date knowledge on HR policies and procedures.
- support DH by scheduling appointments and doing other administrative tasks in support of work DH does for department. Take minutes at faculty meetings and update information on the departmental Teams site.
- 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 department.
- Analyze department operational needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions. Must maintain up to date knowledge of processes related to space management and utilization (and allocations within the department for all faculty, students and staff) on campus.
- Apply specialized knowledge of department and university metrics and reporting systems, provide analysis and data trends to the DH for the development of strategic plans and preparation of annual reports.
- Actively engage with Departmental faculty and DM, and the CSM Foundation to increase funding for department and continually enhance alumni relationships.
- Communicate updates on departmental activities and coordinate interdisciplinary activities with appropriate University, Portfolio, and Departmental counterparts.
- Partner with HR to serve as the hiring manager for the department to coordinate searches for faculty and staff for the department. Coordinate onboarding of new hires. Maintain up-to-date knowledge of all HR policies and procedures.
- Work with the Departmental faculty, DH and University Communications staff on the creation and distribution of department marketing materials, newsletters, press releases, and outreach materials.
- Apply specialized knowledge of academic processes and procedures, maintain up-to-date knowledge of Faculty Handbook and Procedures Manual, serves as the primary point of contact and support for faculty regarding departmental and Mines policies and procedures, professional development, faculty evaluation process, promotion and tenure, personnel files, and professional development opportunities. Assume the role of departmental ambasador for new systems or processes.
- Oversee administrative and renovation needs relating to office spaces, classrooms, and conference rooms.
- Supervise and lead other department support positions, if applicable.
- Apply specialized and up-to-date fiscal knowledge of state, auxiliary, discretionary, and research funds, manage the finances across all sources for the annual budget, including developing, monitoring, analyzing, forecasting and reporting. Must understand specific requirements of different types of accounts (research, foundation, auxiliary, and general funds) and know guidelines relating to allowable/non-allowable expenditures in order to advise DH and faculty related to research grant administration, foundation guidelines, and other types of accounts and policies related to those types of accounts.
- Work with the DH to develop an accurate and strategic annual budget request for the upcoming fiscal year.
- In consultation with DH, exercise broad financial decision-making authority, including implementing distribution of teaching assistant and adjunct assignments based on priorities set by DH and department and prioritizing and aligning operating fund expenditures with strategic departmental goals.
- Analyze payroll funds, teaching assistant budget, research assistant budget, operating funds, lab fees, IDC returns, research awards, auxiliary funds, foundation funds and tech fee projects. Work with the DH to make strategic decisions to best use available resources and request additional resources as appropriate.
- Provide the DH with analysis, trends and projections, including guidance with respect to spending.
- Maintain up-to-date knowledge of HR policies and procedures as well as Office of Graduate Studies policies and procedures related to graduate contracts and assistantships to ensure that faculty, student and employee contracts are accurately prepared and submitted in a timely fashion.
- Maintain specialized and up-to-date knowledge of research grant administration and financial management and policies and procedures related to research grant administration, works with Office of Research Administration to ensure compliance with budget regulations with contracts and grants, and takes appropriate actions if misuse of funds is found or if spending is close to a cost overrun.
- In consultation with DH, develop and evaluate departmental operating policies and procedures and budgetary controls.
- Provide proxy to the DH in Chrome River and Page Up approvals.
- Maintain up-to-date knowledge of Office of Graduate Studies and Registrar policies and procedures in order to ensure implementation of graduate program policy. Exercise sound judgment in both decision-making and communication of potential issues with the DH and graduate affairs committee head. Signature authority on all forms with the exception of remedial plans.
- Maintain up-to-date knowledge of undergraduate program curriculum and changes to serve as a co-bridge between program curriculum development, scheduling and assigned CASA undergraduate advisor.
- Serve as primary liaison to the graduate and CASA offices as well as other various academic and student support departments/programs across campus. Maintain up-to-date knowledge of graduate curriculum requirements and changes.
- Provide financial and operational support with regards to ordering supplies and making reservations for new student orientations, recruiting, information sessions, group visit days, and events that support the vision of the department.
- Maintain strong and up-to-date knowledge of undergraduate student and graduate student policies and procedures with regard to admissions, registration, international student employment, assistantships, graduation, etc. to advise faculty, staff and student regarding policies and procedures in all aspects of graduate and undergraduate student affairs.
Education and Experience:
- Bachelor degree in Business Administration or related field from an accredited institution (education can be substituted with specialized experience in higher education academic departments).
- 2 years of progressive, administration experience related to project and program management and operational oversight.
- 2 years of experience with developing, monitoring and managing budgets, resource management, and financial reporting.
- Evidence of teamwork experience, relationship building, and partnership development.
- 2 years of experience with event/program planning.
- Demonstrated leadership, problem-solving and decision-making skills.
- Demonstrated effort at learning new skills.
- Strong expertise in business and management computer applications and databases.
- Strong knowledge in industry standards and/or regulatory requirements.
- Subject matter expertise for area(s) of responsibility.
- Able to keep abreast of general industry knowledge and trends.
- Excellent oral and written communication skills. Verbally and in writing, managers skillfully communicate process and policy information to faculty, staff and students. Managers also must be sensitive to the needs and concerns of faculty, staff, and students and other members of the University in a manner that is professional, objective and easily understood. Solid analytical and problem-solving skills.
- Attention to detail and accuracy.
Education and Experience:
- 5 years in a management position that includes supervisory experience.
- Significant experience with Banner or other ERP (Enterprise Resource Planning) system.
- Experience in higher education.
- A demonstrable commitment to promoting and enhancing diversity of perspective.
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver. The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. A sunny, high-altitude climate with outstanding outdoor recreation opportunities make the Denver area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience.
Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.
Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.
Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.
$60,000 - $68,000 per year
Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.
Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings. Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs. For more information, visit Mines benefits .
How to Apply
Applicants will be asked to complete an online application (personal information, demographic information, references, veteran status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.
Applications will be accepted until the position is filled, with priority given to those submitted by March 1, 2023. Those applications received after March 1, 2023 may not be reviewed.
Please contact Dorie Chen in Human Resources at email@example.com with any questions.
Background Investigation Required
Advertised: Jan 30, 2023 Mountain Standard Time
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