Senior Manager, Business Unit Administration

University of Louisville•Aurora, CO

10d

About The Position

The Senior Manager, Business Unit Administration in the Department of Pharmacology & Toxicology will provide executive administrative support to the Chair. This position will also serve as the primary supervisor of administrative and financial affairs for the department.

Requirements

Bachelor's degree in a related field and six (6) years of related experience or the equivalent combination of education and experience.
Strong technology skills including proficient in Microsoft Office Suite (Word, Excel, Powerpoint, Teams), University Reports; Recruiting Solutions;
Strong administrative, organizational and analytical skills.
Effective oral, written and interpersonal communication skills.
Ability to carry out responsibilities with minimal or no guidance.
Ability to work independently and have the able to establish an effective relationship with faculty, staff, and students.

Nice To Haves

Master’s degree in Business Management Accounting or a related field and experience (Unit Business Manager for Department or Center or equivalent).
Must have experience working with students.

Responsibilities

Manage the Departmental grants, contracts, cooperative agreements (pre and post award); provide budgetary and administrative support for submissions, post award management; act as liaison to department employees, the Office of Sponsored Programs, HSC research office, and external granting agencies.
Analyze systems, policies, and procedures and initiate changes to provide effective business management.
Provide executive administrative support to the Chair.
Serve as primary supervisor of administrative and financial affairs for department.
Prepare and/or supervise preparation of all faculty personnel actions, coordinate faculty recruitment; act as liaison between Office of Faculty Affairs and School of Medicine Dean's Office.
Manage and/or coordinate reconciliation of all departmental speedtypes.
Ensure that all financial policies and procedures are in compliance and reporting deadlines are met.
Manage the effective operations of programs as designated by the department Chair.
Assist with development, coordination, and implementation of programs, including collaborating with other academic, research, and clinical units.
Evaluate these programs on a systematic basis.
Supervise the preparation and organization of regularly scheduled faculty, staff, and financial meetings.
Disseminate information to faculty, staff, and students as needed.
Coordinate and prepare Departmental Annual Report, and other University/School of Medicine/Departmental/External Agency reports as needed.
Manage the departmental office.
Oversee the personnel transactions of the department: Assist chair in hire, training ,and evaluation of departmental administrative staff.
Participate in meetings, seminars, and training sessions on financial and administrative matters.
Serve as Graduate Program Coordinator. These duties include: serve as primary department representative to the Graduate Affairs Committee (GAC); graduate student recruitment (preparing letters to send to contacts at universities, making contacts to help with recruitment and sending materials to these individuals about our program; graduate program advertising in appropriate journals and putting together advertisement brochures for recruiting events; recruitment at various local and national conferences; writing and editing the graduate program manual that outlines all the requirements and procedures for graduate students to successfully navigate through the graduate program; maintain up to date student records for current students and alumni; collect annual student progress reports and IDPs and submit to the GAC for evaluation; submit GAC comments and student progress reports annually to the graduate school; submit student forms to IPIBS and the graduate school dean when appropriate for signature and collect final forms to keep on file; keep student files up to date for current students and alumni; remind students when they are due for committee meetings and ensure that they are scheduled in a timely fashion; review applications as they come in, communicate directly with applicants to answer questions and ensure completeness of application files; download and file applications for dissemination to the admissions committee; communicate with the director of admissions to ensure he sends correspondence to applicants in a timely fashion, draft letters to applicants inviting them for interviews and draft decision letters; help organize and coordinate interviews; help organize and coordinate admissions committee meetings and votes; ensure students register on time and that their tuition and stipends are paid; organize orientation; on boarding of new students; help with preparation of student learning outcomes; help students with preparation and submission of graduate student fellowship applications; maintaining the schedule of classes and ensuring that all information is accurately listed in the schedule of classes; coordinating with course directors for their various needs including ensuring that their syllabi are complete and posted on time; help the graduate director with advising students and directing them to the appropriate resources for their various questions and needs; maintains cardbox files for students to store their documents relating to the graduate program and ensures the various forms are correctly filled out.
Serve as business manager for the NIEHS T32 training grant in environmental health sciences.
Other duties as assigned by the Chair.