Academic Department Administrator, Art History - Emory College of Arts and Sciences

Emory University • Atlanta, GA

7d • Hybrid

About The Position

The Academic Department Administrator manages the operations, personnel, and fiscal activities of the Art History department in Emory College of Arts and Sciences. The role oversees financial operations and budgets, supports faculty and staff, advises department leadership on administrative and human resources matters, and coordinates departmental operations, recruitment, onboarding, and international scholar support.

The administrator manages a broad range of financial accounts and transactions, prepares forecasts and reports, maintains records, and works with university finance offices to resolve discrepancies and ensure compliance. The role also serves as the department's primary administrative and HR resource, supervises administrative and student employees, coordinates faculty searches and promotion and tenure processes, and supports international visitors and employees with employment-related immigration documentation.

This role may work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based on business needs and agreed-upon departmental guidelines. Residency in Georgia is required. Emory may change the remote work status with notice.

Requirements

• Bachelor's degree in business administration or a field related to the department's area of specialty, plus two years of office administration experience, or an equivalent combination of experience, education, and training.
• Supervisory experience.
• Experience with various personal computer software applications.
• Must reside in the state of Georgia.
• Must be able to commute to Emory University on a flexible weekly schedule based on business needs.

Nice To Haves

• Bachelor's degree or higher.
• Experience with Microsoft 360.
• Two or more years of supervisory experience.

Responsibilities

• Manage department operations, personnel, and fiscal activities.
• Identify operational issues, develop action plans, and recommend options for resolving budget issues.
• Assist with contract budgets, grant applications, proposals, status reports, and financial statements.
• Plan and prepare projections for unit operations and associated costs.
• Research employee concerns and collaborate with Human Resources on appropriate courses of action.
• Respond to inquiries and complaints requiring interpretation of policies and procedures.
• Project staffing requirements and hire, supervise, and evaluate regular staff and student employees.
• Prioritize work assignments and special projects.
• Manage financial accounts, develop annual budget forecasts, monitor budgets, and prepare financial reports and account updates.
• Process and reconcile financial transactions, including reimbursements, payment requests, honoraria, wire transfers, deposits, and journal entries.
• Maintain faculty research accounts and establish accounts for newly hired faculty.
• Manage funding programs, fellowships, subventions, and graduate student professional development awards.
• Identify and resolve financial discrepancies in collaboration with university finance offices.
• Maintain financial records, spreadsheets, and supporting documentation, and ensure compliance with university policies and procedures.
• Manage day-to-day departmental and affiliated-facility operations and serve as a resource on administrative policies and procedures.
• Meet with department leadership and prepare agendas, reports, and supporting documents.
• Assist with annual planning, budgeting, faculty leave planning, and reporting.
• Maintain personnel records and confidential files; coordinate onboarding and orientation for faculty and staff.
• Supervise administrative support staff, including performance evaluations and leave approvals.
• Coordinate departmental meetings and facilitate communication among faculty and staff.
• Oversee building operations and coordinate maintenance and facilities matters with campus partners.
• Maintain records related to donor funds, special projects, and departmental initiatives.
• Serve as the department's primary HR liaison and advise leadership on personnel policies and procedures.
• Coordinate recruitment, hiring, onboarding, and employment processing for faculty, staff, students, and temporary employees.
• Support employee relations matters, complete employment verification and I-9 processing, and maintain payroll and timesheet records for student and temporary employees.
• Coordinate onboarding and support for visiting scholars, fellows, professors, and international employees.
• Partner with International Student and Scholar Services and Human Resources on immigration and employment matters, including preparing and processing H-1B and other visa-related requests.
• Coordinate faculty searches, including job postings, applicant communications, interview scheduling, and search committee support.
• Maintain faculty recruiting materials and position postings in university-approved systems.
• Support faculty onboarding and promotion and tenure reviews, ensuring compliance with university procedures and deadlines.
• Coordinate communications with candidates, committee members, and university partners.
• May conduct research and develop proposals for new programs and services, and perform related responsibilities as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager