Posted in Other about 2 hours ago.
Location: Coral Gables, Florida
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This individual will independently plan, implement, and oversee the administrative and fiscal operations of the Department of Mathematics in the College of Arts and Sciences (CAS). Will provide overall administrative management and coordination of a variety of business-related functions such as finance, budget, personnel, space, and facilities planning, grant administration, maintenance and policy interpretation and dissemination. Responsibilities are executed under general direction of the Chair and supervised by the Director of Finance and Administration, whereas goals and objectives are established and accomplished within the prescribe timeframe and parameters. Individual handles complex factors for which new solutions must be found. Will direct and coordinate the activities of the department and exercises full responsibility and accountability for budget and personnel. Will serve as liaison between chairperson and faculty, staff, students, parents, and the general community under the administrative CAS structuring. Represents the departments and chairpersons. Minimum qualifications: bachelor's degree with a minimum 3 years relevant work experience.
Operations
* Direct, coordinate and manage the activities and day-to-day administrative functions of the Department of Mathematics.
* Develops and implements internal procedures to facilitate effective flow of transactions between the department and central offices.
* Evaluates needs of the department, prioritizes and delegates work as appropriate and required to meet objectives and deadlines.
* Regularly reviews departmental practices and implements recommendations for improvement where possible, especially to take advantage of new technology, training, and administrative systems.
* Maintain interface with chair regarding policies and procedures and serves as a resource person to analyze and resolve complex issues. Initiates action on all problems and requests except those matters that should be brought to the attention of supervisor(s).
* Serve as resource person for university and CAS policies and procedures. Recommends and implements new policies and procedures regarding the efficient operation of the departmental office, and
teaching/research support activities. Respond to inquiries on policy and procedures from various constituencies.
* Ensure compliance with departmental and university policies and procedures.
* Coordinate special projects and events on ad hoc basis as assigned.
Fiscal
* Assists in developing short and long-term operational plans for the department including projecting possible levels of support from multiple sources of funding.
* Responsible for budget planning and the department's business affairs and budget control; overall responsibility for fiscal management of accounts.
* Works with confidential reports, budgets, and payroll authorization.
* Assist the chairpersons with the preparation and maintenance of the annual budgets.
* Analyses and monitors accounts using Workday.
* Supervise and facilitate all purchases and reimbursements for the department. Responsible for negotiating vendor pricing and services and makes purchase decisions; under the supervision and advice of the faculty and researcher provides expenditure information on chemicals, research supplies and instrumentation.
* Responsible for training of staff within the department in fiscal policies and procedures.
* Program Manager (authorized signer) for all financial/personnel documents.
* Oversees the expenditure control for all travel requests and the preparation of journals, expense reports, purchase requests, work orders, check requisitions, etc. for the department.
* Responsible for accuracy, timeliness, and compliance with departmental, CAS and university policies and procedures.
* Identify problems and opportunities, prepares financial summaries for the chairs on a quarterly basis and makes recommendations as appropriate.
* Ensure that expenditures on all accounts do not exceed budgeted levels. For needs beyond established budget, works with chair to identify alternative sources and/or to request funds.
Personnel/Facilities
* Develops strategic policies and organizational changes to department staff to achieve goals.
* Develops goals and actions plans related to personnel administration. Implements procedures to accomplish approved goals.
* Direct supervision of exempt and non-exempt staff and student assistants, i.e., monitors attendance, performance, and workflow. Establishes priorities and ensures that tasks are assigned to appropriate individuals.
* In consultation with the CASHR liaison, advises supervisors on steps for progressive disciplinary action.
* Promotes and encourages professional development for employees. Ensures that all individuals receive appropriate training and instructions relative to their responsibilities. Ensures that technical and research personnel are informed of and comply with UM fiscal and personnel policies and procedures.
* Coordinates all personnel actions and paperwork for the department. Responsible for on-line approvals of payroll papers.
* Identifies problems and informs chair of major problems that require his/her action or funding from outside the department.
Chairperson
* Assist the chairperson with the annual faculty reappointment, promotion, and tenure process.
* Oversee and ensure that all procedures are followed in a timely manner and that paperwork is submitted correctly.
* Assist with faculty recruitment process.
* Ensures compliance with CAS and university policies regarding searches (affirmative action, dean's office, etc.); maintains appropriate back-up and documents.
* Provides administrative support for meetings of the faculty. Coordinate scheduling, prepare and distribute agendas and minutes, ensure that appropriate enclosures and supporting documents are provided according to CAS Bylaws, attend meetings, record minutes, maintain tickler and ensure follow-up on actions as required. Ensure that faculty/administrators that plan to present agenda items are notified in advance and scheduled to present.
Other duties as assigned.
Minimum Qualifications:
Bachelor's degree
Minimum 3 years of relevant work experience. Any relevant education, certifications and/or work experience may be considered
