Administrative Director - Microbiology

University of Kansas Medical Center • Kansas City, MO

1d

About The Position

The Administrative Director leads, oversees, and directs the staff responsible for all the Department of Microbiology, Molecular Genetics, and Immunology administrative services in support of the Department's and University's mission. The Administrative Director assists the Department Chair, performs a variety of highly responsible, complex, and confidential administrative duties that include managing the department's internal budget, funding/grant awards, faculty affairs, personnel and recruiting activities, and supervises a team of administrative support staff. Develop business practices/systems related to maintaining all financial records management/compliance reporting and determination of expense eligibility. The role includes performing or assisting the HR analyst and other functions in Workday. The Administrative Director’s confidential administrative duties requires a thorough knowledge of organizational procedures and precedents.

Requirements

• Work Experience 6 years of experience in administration. Education may substitute for experience on a year for year basis
• 2 years in a senior administrative level performing administrative, supervision, office management, budgeting, and accounting functions.
• Experience working with databases, MS Office Suite (Word, Outlook, Excel, PowerPoint), other related software, and office equipment.
• Experience administering, preparing and/or managing NIH or similar funded grants in pre- and post-award processes.

Nice To Haves

• Education: Master’s degree in business administration, accounting, science, education or related field, or comparable education and/or relevant year for year experience.
• Work Experience 3 years of Redcap development experience.
• Experience in an academic research environment and health center
• Experience with State of Kansas accounting, budgeting, and personnel systems.
• Knowledge of federal, state of Kansas and University policies.
• Skills Interpersonal, written, and oral communication skills

Responsibilities

• Chair Support: Provide administrative support to the Department Chair.
• Event Planning: Serve as primary contact for planning Departmental events including faculty and staff events and other social events.
• Department Budgets and Personnel: Prepare an annual all-funds operating and personnel budget.
• Prepare and meet deadlines for the SOM budget submission and enter the department's budget into the University system.
• Develop departmental and individual faculty and lab budgets and finalize these budgets for review by the Chair.
• Perform monthly updates to Adaptive related to changes in departmental expenditure plans for the remaining fiscal year.
• Oversee staff in purchasing supplies for research labs, and tuition payments.
• Graduate Program, Faculty Affairs and Faculty Recruiting: Staff the Department's Promotion and Tenure Committee and assist the Chair with required evaluations, prepare confidential reports and maintain confidential files.
• Serve as the Department's recruiter for faculty searches.
• Attend annual training and update sessions, assist faculty with completing and submitting P&T applications, verify that all submitted application information is complete, schedule departmental P&T meetings, and submit department and chair recommendation letters.
• Assist the Chair with faculty and personnel reviews, update review forms, disseminate information and collect faculty data.
• Provide Chair with updates on faculty information, schedule review meetings, and finalize reviews for submission to the School of Medicine.
• Schedule and staff the department's monthly faculty meetings and prepare agendas.
• Follow up on action items.
• Work with the faculty research retreat committee to plan the annual research retreat.
• Enter faculty position descriptions into the University system, request placement of ads, request security check, dispense with other applicants, prepare faculty offer letters and recruitment packages, schedule all new employee meetings and trainings, provide general university and department orientation, discuss lab and personnel needs with new faculty members, provide faculty onboarding assistance, and assist with grant transfers.
• Assist the Department Chair in developing a faculty development program for new faculty members.
• Oversee administration of graduate program to include departmental teaching, including room assignments, A/V, handouts, posting of courses, grades, and materials to Blackboard; serve as liaison to graduate students; assure students are maintaining timelines for committee meetings.
• Grants Management: Pre Award: Assist faculty with required grant submission documents and budgeting and work closely with the IASC group to prepare departmental grant submissions and sub-awards.
• Work with IASC to maintain all faculty other support and assist with JIT submissions as needed.
• Post-Award: Prepare costing allocations for all new awards and review bi-weekly payroll reports to verify funding/effort and submit payroll accounting adjustments if needed.
• Prepare monthly reconciliations and spending projections for each grant managed by the department.
• Prepare grant budget reallocation requests as needed.
• Work with Research Administration post-award for all grant compliance.
• Work with the IASC related to effort certification, progress report submissions, and no cost extensions.
• Departmental Administrative and Staff Management: Develop departmental administrative policies; support the Chair, faculty in meeting the Department's mission.
• Advise chair on the University mandated policies and assist in meeting School of Medicine and university requirements.
• Adjust staff workflow as business practices change.
• Provide training and updates to all personnel regarding university policies.
• Serve as the recruiter for non-trainee employees and provide oversight to non-faculty hires.
• Assign projects to fit workflow needs, update work assignments and position descriptions as needed.
• Administer an annual administrative staff review process.
• Manage department offices including space allocation, furniture and equipment acquisition and maintenance; implement necessary changes to equipment upgrades; train administrative staff in the use of new technology; direct operational tasks necessary to insure the smooth and efficient running of the department on a daily basis.
• Manage department administrative staff recruitment, assignment, training, supervision, counseling, and evaluation; assure proper staffing to provide timely services and support to faculty; maintain accounting records, timekeeping, personnel files, paperwork, reports; act as liaison between faculty and staff.

Benefits

• Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.
• Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.
• Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays.
• One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.
• A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.
• https://www.kumc.edu/human-resources/benefits.html

What This Job Offers

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