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Job ID: 185043

Department Administrator, College of Arts and Sciences
University at Buffalo, The State University of New York


Date Posted May 4, 2022
Title Department Administrator, College of Arts and Sciences
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department CAS Administrative Operations
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 

Position Summary
The College of Arts and Sciences at the University at Buffalo is seeking a Department Administrator. The Department Administrator (DA) serves as a strategic partner and advisor to the Department Chair(s) and may supervise or oversee activities of department support staff. You will ensure department administration is in accordance with State, University, Research Foundation (RF), UB Foundation and College of Arts and Sciences (CAS) guidelines, policies, and procedures. Department Administrators in a sector will be assigned to support one or more departments depending on need. Support assignments may change over time.

As the Department Administrator you will:
Manage department budgets – State, RF, IFR and UBF accounts in consultation with the College’s financial team. Control expenditures and prepare justification of expenditures when needed. Review and complete all faculty and graduate student travel requests. Complete reimbursements for non-employees, purchasing, help with speakers/conferences (honoraria, catering, booking on-campus venues, etc.). Approve new equipment and office supply purchases. Work with appropriate faculty (e.g., Chair and program directors) to manage personnel expenditures, including temporary lecturer appointments, graduate assistantship appointments, tuition and other financial support.

Review and determine allocations of space to accommodate changing department needs in consultation with department chair and the College’s Facilities Planning and Management Officer. Supervise department moves and rehabs. Assist new employees in setting up their workspaces as needed for them to perform their job duties.

Manage course scheduling process for all sessions (fall, spring, winter, summer) working cooperatively with sector and/or College scheduling team. Assembl course schedules working with appropriate faculty members (e.g., Chair, DUS, DGS, and program directors). Input schedule into HUB. Provide all necessary information to central scheduling. Manage all special requests (tech rooms, cross listings, etc.) within department, college and university guidelines.

Coordinate, supervise, and/or prepare personnel documents pertaining to hiring and promotion of faculty, lecturers, teaching assistants and department staff regardless of funding (State, RF, UBF) working cooperatively with the College’s HR appointment team. Assist with preparation of dossiers for promotion, tenure and contract renewals.

Compose and distribute correspondence on departmental matters. Serve as point of contact and communication hub for department(s).

Coordinate and execute invoicing for internal or external charges related to the usage of departmental facilities and the proper allocation of the funds received.

Outstanding Benefits Package
Working at UB comes with benefits that exceed salary alone. There are personal rewards including comprehensive health and retirement plan options. We also focus on creating and sustaining a healthy mix of work, personal and academic pursuit – all in an effort to support your work-life effectiveness. Visit our benefits website to learn about our benefit packages.

About The University at Buffalo
The University at Buffalo (UB) is one of America’s leading public research universities and a flagship of the State University of New York system, recognized for our excellence and our impact. UB is a premier, research-intensive public university dedicated to academic excellence. Our research, creative activity and people positively impact the world. Like the city we call home, UB is distinguished by a culture of resilient optimism, resourceful thinking and pragmatic dreaming that enables us to reach others every day. Visit our website to learn more about the University at Buffalo.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications
Bachelor’s degree required.
Two years of administrative experience.
Excellent oral, written and interpersonal skills required.
Must be able to interact with a diverse constituency.
Computer experience in MS Office (Word, Excel, Access, Outlook).
Must be able to manage competing priorities and demonstrate a commitment to learning new skills as needed.

Preferred Qualifications
Master’s degree preferred.
Two years of supervisory experience preferred.
Financial management experience with departmental budgets and multiple funding sources.
Experience with UB applications preferred (Shop Blue, eReq, HUB, SIRI etc.)


 
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