Department Administrator

Job Summary:

The Chemical and Biological Engineering Department (CBE) at the University of Wisconsin-Madison is consistently one of the top Chemical Engineering programs nationally at both the undergraduate and graduate levels. The department enrolls approximately 450 undergraduates, 125 graduate students, with all graduate students holding paid appointments. The department employs 21 faculty members, 15 staff, and 25 postdoctoral researchers. The department has a ~$5M annual operating budget and annual research expenditures exceeding $15M. The department is actively recruiting new faculty and expects growth in the size of all academic and research programs.

This position is THE central role in CBE with touch points on nearly every aspect of operations and strategic planning. The Department Administrator is a key partner to the Department Chair and the faculty Executive Officer responsible for ensuring the smooth and efficient running of departmental administrative and financial functions. The person in this role operates with a significant level of independence (with general direction from the Chair and the faculty Executive Officer), must have a high degree of professionalism, project management and organizational skills and the ability to interact effectively with all campus, College of Engineering (CoE) and department audiences.

The person in this position is responsible for supervising administrative and financial staff, developing department budgets, developing financial analyses, reports, and forecasts, executing financial transfers, management of renovation projects and facility maintenance, management of the department's human resources processes and participating in the continuous improvement of all support functions necessary for the success of the department. This position requires a comprehensive knowledge of, and the ability to interpret and analyze, university and college policies and procedures, guidelines, rules and regulations relating but not limited to instruction, student services, research and sponsored programs, governance activities, human resources, facilities and resource management, payroll, accounting and purchasing, travel and expense payments, reporting and record maintenance. The person in this position is responsible for identifying coverage when staff roles are vacated or need temporary assistance.

Responsibilities:

Leads and performs activities that ensure that education and research programs are delivered effectively, efficiently, and securely. Supports, plans, organizes, directs, evaluates, and improves operations, education programs, research programs, and information systems. Performs administration, regulatory compliance, and operational services. Serves as the designee of and reports directly to the Department Chair providing leadership for the management team and is responsible for the administration of the Department's research, teaching, and service programs. Acts independently on behalf of the Chair serving as the primary representative of the department to stakeholders defined as chair, faculty, staff, school, campus, and external (federal, state and external granting agencies). Criteria for use of this title series is determined at the UW institutional level. Please consult with your UW HR Department for additional information.

• 10% Provides leadership for the strategic and short-term planning processes, as well as obtaining and validating data needed for strategic decision-making
• 10% Provides leadership, guidance, and management of the department's research, teaching and service programs, and staff to ensure efficient and effective operations
• 5% Provides leadership and oversight of training programs
• 10% Provides leadership and administrative oversight of basic and translational research programs including staffing, compliance, fiscal, information technology (IT), and facility needs
• 20% Provides leadership in developing and administering budgets. Oversees financial operations including grants, contract, and other funds to ensure adherence to prudent and generally accepted accounting practices, and compliance with Federal, State, university, and sponsor rules, regulations, laws and bylaws
• 5% Provides leadership for faculty recruitment, evaluation, development, and promotion processes
• 10% Provides oversight and management of office and research space on and off campus, department information systems, and regional network development
• 5% Responsible for communication and marketing of department activities, accomplishments, and department philanthropic activities including meeting with and engaging potential donors
• 25% Exercises supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

Education:

Required
Bachelor's Degree
Business Administration or related field strongly preferred

Preferred
Master's Degree
Business Administration

Qualifications:

Required Qualifications:
5 years business administration experience
3 years of staff supervisory experience
Experience creating financial reports
Experience with Microsoft Office Suite or Google Suite
Strong oral and written communications skills
Ability to maintain confidentiality
Excellent organizational skills and attention to detail with a demonstrated ability to simultaneously execute multiple tasks while responding to multiple demands.

Preferred Qualifications:
7 years' business administration experience
5 years of staff supervisory experience
Experience with higher education financial systems
Project management experience

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $90,000 ANNUAL (12 months)
Depending on Qualifications
Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/)

Additional Information:

This position requires top-notch supervisory, public relations and professional skills, project management, organizational skills, and the ability to interact efficiently, positively, and independently with administrators, faculty, staff, students, alumni, and the community at large.

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. University sponsorship is not available for this position.

How to Apply:

Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.

Contact:

Brian Pfleger
pfleger@engr.wisc.edu
608-890-1940
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Department Administrator II(AD026)

Department(s):

A19-COLLEGE OF ENGINEERING/CHEM & BIOLOGICAL ENGR

Employment Class:

Academic Staff-Renewable

Job Number:

311258-AS

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply.

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.