Administrative Manager, Chemistry and Biochemistry

Baylor University • Waco, TX

9h

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. Additional Preferred Attributes include: 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 All applicants must be currently authorized to work in the United States on a full-time basis.

Requirements

• 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.
• 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.
• A combination of education and experience will be considered in lieu of one another.
• 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

• Administration and Operations 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
• Human Resource Support 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)
• Academic Services 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
• Development Assist Chair with donor development by scheduling and other administrative tasks
• Research Administration Assist with research lab openings, moves and closeouts
• Space Management 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

• As part of the Baylor family, eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions.
• Baylor has a comprehensive benefits plan that supports you and your family’s wellbeing and allows you to be a part of the life of a vibrant and active college campus.
• To learn more, go to Baylor Benefits & Advantages.

What This Job Offers

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