Administrative Manager - Department of Mechanical & Mechatronic Engineering

University at Albany•Albany, NY

About The Position

The Administrative Manager provides comprehensive operational leadership and administrative management for the Department of Mechanical & Mechatronic Engineering (MME) in the College of Nanotechnology, Science, and Engineering at the University at Albany. The role oversees departmental fiscal, personnel, academic-support, and day-to-day business operations, supporting faculty, staff, students, and departmental initiatives. Reporting to the Department Chair, the manager independently coordinates departmental functions and serves as the primary liaison with central administrative offices. The position requires independent judgment in interpreting University policies, resolving administrative issues, coordinating priorities, and maintaining compliance with University, SUNY, Research Foundation, and sponsor policies and procedures. The department supports undergraduate and graduate degree programs, externally funded research, faculty affairs, graduate education, and student services. The Administrative Manager helps ensure these activities operate effectively through financial oversight, personnel administration, academic-program support, and continuous improvement of administrative processes. This is a promotional opportunity for eligible current University at Albany employees. The position is in a typical office environment. Visa sponsorship is not available.

Requirements

Bachelor's degree from a college or university accredited by the US Department of Education or an internationally recognized accrediting organization.
At least 2 years of progressively responsible administrative or business management experience.
Demonstrated knowledge of higher education administrative operations.
Knowledge of budgeting, financial reporting, and fiscal management principles.
Ability to interpret and apply University, SUNY, and Research Foundation policies.
Strong organizational and project management skills.
Excellent written and verbal communication skills.
Ability to independently manage multiple complex priorities and adjust priorities as needed.
Ability to exercise sound judgment and maintain confidentiality.
Strong interpersonal skills and ability to collaborate with faculty, staff, students, and external stakeholders.
Proficiency with Microsoft Office, such as Word, Excel, and Outlook.
Ability to develop inclusive and equitable relationships within a diverse campus community and support diversity, equity, access, inclusion, and belonging in the role.
Must be employed at the University at Albany campus in a State-funded UUP professional position; MC employees are not eligible.
Must have a permanent, term, or probationary appointment. Temporary employees are eligible only if employed by UAlbany for three or more consecutive years.

Nice To Haves

At least 5 years of progressively responsible administrative management experience.
Master's degree in Business Administration, Public Administration, Higher Education Administration, or a related field from an accredited college or university.
Experience in higher education, government, or a similarly complex organization.
Experience with fiscal management, budgeting, and financial reporting.
Experience with personnel administration, including hiring, payroll, and employment transactions.
Experience supporting academic operations in higher education.
Experience interpreting and applying SUNY, Research Foundation, or other higher education policies and procedures.
Experience supervising administrative staff.
Experience with enterprise systems such as HRTS, Oracle, Banner, PeopleSoft, or similar administrative systems.

Responsibilities

Manage and coordinate departmental fiscal operations, including oversight and monitoring of state, IFR, ICR, faculty start-up and retention accounts, and other assigned funding sources.
Monitor account balances, expenditures, commitments, and available funding; analyze expenditures; and prepare financial reports, budget projections, and summaries for the Department Chair.
Review and coordinate financial transactions for compliance with University, SUNY, Research Foundation, and sponsor policies.
Serve as the primary departmental contact for fiscal matters and coordinate with CNSE Finance and other University offices to resolve issues and maintain accurate records.
Recommend improvements to fiscal controls, financial accountability, and administrative efficiency.
Administer faculty, staff, graduate assistant, adjunct, and student employment processes, from recruitment through appointment and onboarding.
Coordinate graduate assistant appointments, tuition awards, payroll actions, and student employment activities; verify the accuracy of hours submitted by student assistants and/or Federal Work-Study students.
Monitor faculty personnel actions, including tenure, promotion, continuing appointment, and renewal timelines, and coordinate transactions with Human Resources, Academic Affairs, Payroll, ISSS, and other offices.
Interpret and apply University personnel policies and procedures and advise department leadership on administrative requirements.
Manage administrative operations supporting undergraduate and graduate academic programs, including graduate admissions and communications with applicants.
Coordinate faculty recruitment activities, search committee support, and onboarding and orientation of new faculty and staff.
Support student academic success by maintaining working knowledge of departmental programs and requirements, collaborating with academic advising, and helping students connect with resources and guidance.
Coordinate teaching assistant, grader, and instructional support assignments.
Coordinate departmental curriculum proposals and academic program documentation submitted to University governance processes.
Support accreditation activities, including ABET, and assist with events and initiatives supporting undergraduate and graduate student success.
Serve as the primary administrative liaison between the department and University offices, including Finance, Human Resources, Academic Affairs, Graduate Education, ISSS, Communications, and Facilities.
Oversee student employees by assigning work, monitoring performance, providing guidance, and ensuring effective office operations.
Coordinate departmental communications, website updates, and public-facing information with CNSE Communications.
Support the Department Chair with space planning, facilities coordination, equipment inventory management, and other operational initiatives.
Evaluate administrative procedures and recommend improvements to service delivery and efficiency.
Perform other reasonable duties as assigned.