Administrative Manager, Chemistry and Biochemistry

Baylor University • Waco, TX

4h

About The Position

The Department of Chemistry & Biochemistry, College of Arts & Sciences, is
seeking an Administrative Manager who will manage day-to-day operations of the
Department of Chemistry & Biochemistry. The successful candidate will have
strong organizational and time-management skills, be detail-oriented and have
expertise in providing excellent customer service. The candidate must be a
self-starter and work well in a team environment.

A Bachelor’s degree in business and 5 years executive level support is required.
A Master’s degree in business and 7 years of experience preferred. A combination
of education and experience will be considered in lieu of one another.

Requirements

• A Bachelor’s degree in business and 5 years executive level support is required
• All applicants must be currently authorized to work in the United States on a full-time basis.

Nice To Haves

• A Master’s degree in business and 7 years of experience preferred
• Maintains discretion and the highest professional standards while working with confidential information
• Strong written and verbal communication skills
• Oracle Enterprise Resource Planning system and research administration experience

Responsibilities

• Work with the Chair to manage department communications and planning
• Assist in planning and scheduling business meetings, faculty meetings, and other events
• Lead and schedule weekly department staff meetings
• Lead staff in working with financial managers and financial administrators
• Processing travel card requests. Maintain / purchase shared-use office equipment and office supplies
• Coordinate with lab coordinators to collect requirements & process annual capital asset and contracted services requests; coordinate with lab coordinators to schedule on-site service and calibration of teaching lab equipment
• Manage the allocation of travel funding and travel authorizations (internal and external)
• Manage information including mail distribution, electronic mail wide-area announcements, newsletters, electronic mail distribution lists, physical bulletin boards and electronic displays, department webpage, social media sites and digital Box folders
• Draft annual report
• Submit facility service work orders and process key / card-swipe building access requests
• Conduct Ignite Enterprise Resource Planning training as needed for faculty, staff and students
• Serve as a member of the Department of Chemistry & Biochemistry Senior Leadership Team
• Manage the work of the departmental staff that currently includes an Administrative Associate, Graduate Program Coordinator, and Undergraduate Academic Support Associate
• Lead staff representative with Human Resources, Dean’s Office in the College of Arts & Sciences, and the Provost’s Office
• Maintain department roster and Ignite organizational updates 
• Coordinate annual faculty evaluations as well as tenure and promotion reviews
• Coordinate and process annual staff evaluations for direct reports
• Manage faculty recruiting including drafting job descriptions in Interfolio, marketing open positions, and scheduling campus visits/interviews
• Process temporary lecturer hires, faculty teaching overloads and supplemental pay
• Oversee staff recruiting including drafting job descriptions, scheduling campus visits/interviews and partnering with the HR Department as needed.
• Process agreements for visiting scientists and scholars
• Coordinate faculty and staff separations and retirement with HR Department
• Manage hiring and separation of undergraduate work-study students (Ambassadors, teaching and research assistants, supplemental instructors, graders, interns, and office assistants)
• Support the work of the Graduate Program Director and Undergraduate Program Director through the work of the Graduate Program Coordinator and Undergraduate Academic Support Associate
• Work with the faculty and staff to execute the annual Colloquium graduate seminar series, Advanced Instrumentation Workshop, Graduate Recruiting Weekend, W. Dial Black Family Lecture, Careers in Science, Gooch-Stephens Lectures, and the Stone Symposium including marketing, speaker travel, reimbursements and honorarium, and planning receptions and dinners
• Work with faculty on processing scholarships and fellowships
• Purchase promotional materials
• Assist faculty with Welcome Week activities for graduate and undergraduate students
• Assist Chair with donor development by scheduling and other administrative tasks
• Assist with research lab openings, moves and closeouts
• Assist the Chair in overseeing space management including teaching labs, research labs and offices
• Request quotes for furniture orders
• Manage faculty and staff office moves and moveouts
• Partner with FA and FM to oversee fixed asset inventory; process equipment transfer, disposal and damage claims
• Perform all other duties as assigned to support Baylor’s mission
• Ability to comply with university policies
• Maintain regular and punctual attendance

Benefits

• eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions

What This Job Offers

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