Administrator (William H. Miller III Dept. of Physics & Astronomy)

This position works closely with the department chairperson and oversees the activity of the Department of Physics and Astronomy including but not limited to departmental administration, academic affairs, human resources, fiscal management, sponsored project management, facilities management, information systems, marketing, resource management, collaboration, formulation and implementation of administrative policies and procedures, for the efficient and effective operation of the research and educational functions within the department. This position aids the department in its mission of increasing research and teaching excellence by strengthening the infrastructure of the department, and supporting the development of a solid, diversified base of financial support. Acts as resource facilitator for faculty, researchers, program, and functional managers/administrators/coordinators to determine the academic, general, financial, and administrative services required to plan and execute strategic initiatives and to bring about increased productivity and cost effectiveness.

Specific Duties & Responsibilities

Financial Management

• Develop and oversee annual budget planning and preparation, projections and reporting.
• Provide financial analysis and program planning support for the department.
• Project and analyze long-term trends in the total budget for the department.
• Advise on resource needs and financial risks facing the department.
• Administer department's general funds budget.
• Oversee fiscal management for sponsored research funding and other accounts: general funds, gifts, endowments, student scholarships and petty cash funds.
• Provide complex financial and other reports to the Chair/Executive leader, faculty, school, university, and outside agencies.
• Direct financial analysis processes, analyze business critical systems, and proactively resolve strategic issues that span multiple business areas.
• Oversee the release of funds for expenditures and the review/approval process for capital equipment.
• Ensure compliance with accounting policies and procedures and ensure that grants and contracts are administered appropriately.

Planning

• Participate and provide analytic support for departmental strategic planning and goal setting for growth and viability.
• Collaborate with department leadership on long-term planning and analysis and resolution of short-term issues.
• Initiate and direct short and long-range planning and conduct feasibility studies for evaluation of new and existing programs and determining funding and staffing needs.
• Develop and implement operational plans to ensure program performance.
• Gather appropriate data from internal and external sources to measure performance in operations and provide information on operational trends to support planning requirements.
• Develop plans for new operating and oversight systems, which are sensitive to organizational needs to ensure efficient accomplishment of objectives, and secure resources as necessary.

Organizing & Implementing

• Assess and periodically update the infrastructure in the department that supports research, teaching and practice activities, and develop plans for maintaining and improving departmental resources.
• Responsible for developing and maintaining a sound management structure, operating policies, procedures, and staffing to meet the operational needs of the department.
• Identify opportunities and champion initiatives for continuous improvement in support of internal controls and financial reporting processes.
• Plan, execute and recommend programs and policies that will assure achievement of department goals and meet the department's financial needs.
• Prepare policy and planning documents, reports, and draft materials for the Chair/Executive leader.
• Monitor and prepare for the impact of changing regulatory policies on programs, faculty, and staff.
• Prepare and present an annual report on overall financial, teaching, research, and service performance of the department to the Chair/Executive and other identified stakeholders.

Managing

• Provide management support to department Chair/Executive leader and faculty to ensure efficient and effective administration of the department.
• Collaborate with and/or indirectly manage the senior administrative staff from various units across the department.
• Direct and supervise administrative and financial staff supporting department goals.
• Oversee the use of resources in accordance with plans and budgets and provide reports to ensure accountable leaders control resources in their areas of responsibility.
• Recommend corrective actions including reallocating resources, reprioritizing, and/or recommending modifications/variance to established plans or budgets.
• Develop standards of performance for activities, monitor performance, and implement corrective actions as necessary.
• Develop and promote policies and procedures to improve operations of the department's administrative unit and other areas of the department.
• Assure compliance with all University and funding agency regulations.

Human Resources Management

• Support the overall human resources and organizational development goals ensuring that all personnel management functions are successfully performed, including recruitment and retention, employee relations, grievances, training, orientation, career development and the equitable administration of compensation programs.
• Oversee and consult as needed with departmental/divisional/central HR on staffing and personnel management plans, employment and compensation issues, performance management issues, disciplinary actions, and salary planning.
• Assist as needed with faculty and staff recruitment, appointments, faculty salary packages, retention, and job actions.

Space

• Oversee the allocation and use of space as it relates to operations.
• Direct decisions regarding space planning, allocation, and utilization.
• Maintain systems to monitor space use and ensure adherence to policies.
• Oversee general facilities operations and collaborate with Facilities Management on space projects.

Climate Setting & Leadership

• Represent the Chair as needed to university administration and officers, and within the department to faculty and staff.
• Provide support and guidance to managers and other staff to meet performance and departmental objectives.
• Ensure staff and faculty are acquainted with department policies and procedures and communicate updates and changes in administrative policies as needed.
• Ensure appropriate internal and external information sharing, including the sharing of advice, assistance, and services. Serve as a source of information for all department members.
• Develop positive employee relations and communications through management visibility and interaction with employee groups.
• Serve on departmental and institutional committees.

In addition to the duties described above

• Understands and delegates day-to-day operational, financial, and administrative activities to appropriate staff in the department. Focuses on strategic initiatives to efficiently and effectively solve the most challenging issues arising in the department.
• Supervise, delegate, and coordinate activities for the instructional resource group, instrument development group / physical sciences machine shop, and other semi-autonomous units housed in the department.
• In conjunction with staff members, identify training and development opportunities to improve performance, meeting the needs of faculty and the research and teaching mission of the department, and assist with career goals. This may include one-on-one mentoring or group training.
• Liaise with other administrators within and beyond KSAS to ensure departmental operations and activities reach maximum impact across the University.
• Work directly with the chairperson to develop specific action plans to ensure institutional policies are followed while enabling the flexibility required for maximum performance of the research and teaching missions of the department.

• Bachelor's Degree in Finance, Accounting, Business or related field.
• Eight years of progressively responsible professional-level administrative and financial experience related to monetary or non-monetary resources of a large academic, research and/or clinical department including prior financial management experience (e.g.,planning, directing, monitoring, organizing, and controlling monetary and non-monetary resources.)
• Supervisory experience.

• Master's Degree in a related field.
• While this position maintains a hybrid work schedule predominantly within normal business hours, there may be occasions when an atypical work schedule is required, including extended weekday hours or weekend time, and/or additional time on site above the prescribed hybrid modality.

Classified Title: Administrator (Res & Aca/Non-clinical)
Job Posting Title (Working Title):Administrator (William H. Miller III Dept. of Physics & Astronomy)
Role/Level/Range: L/04/LE
Starting Salary Range: $86,300 - $151,000 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday through Friday 8:30am - 5:00pm
FLSA Status:Exempt
Location: Hybrid/Homewood Campus
Department name: Physics and Astronomy
Personnel area: School of Arts & Sciences