Scheduled Hours
40
Position Summary
As primary administrative agent of the Department Chair, responsibilities include managing all administrative aspects of a Basic Science Department including, but not limited to, the Department’s budget, accounting and finances, human resources, operations, space/facilities and special projects. Importantly the Director will engage in continuous improvement, strategic planning and execution of the Department’s vision and helping to drive our goal to increase our impact on society through our research and education missions.
Job Description
Primary Duties & Responsibilities:
Leadership and Strategy
- Provides strategic advice to the Chair for delivering the operational goals of the Department and the allocation of resources.
- Leads the administration team of the Department and provides expert oversight of the operations of the Department, together with the Chair.
- Works with the Chair and Faculty to develop and oversee an operational strategy to deliver the research and teaching missions of the Department.
- Establishes work flows and systems for efficient management of the Department’s operations.
- Provides creative solutions and strategies to meet the goals of evolving workplace demands.
- Anticipates challenges and helps position the Department to meet those challenges within the current research funding environment and as teaching objectives evolve.
- Leads inter-departmental interactions of an operational nature, building strong and productive relationships with colleagues in other Departments across the university.
- Represents the Department at administration and finance meetings within the School of Medicine.
- Able to translate departmental goals into actionable business strategies.
Financial/Grants Management
- Forecasts Department results and prepares a Departmental plan on annual basis, and for subsequent the four year period.
- Assists the Chair of the Department with the production of strategic plans every five years and updates these annually.
- Prepares an annual budget based on Departmental plan.
- Oversees all funding administration of grants from application to the submission of the financial disclosure statement.
- Manages all departmental accounts according to various uses, regulation and guidelines, including, but not limited to, general fund allocation, endowments, license/royalty income, gift accounts, alteration/renovation, start up and various PI accounts, recharge facilities, reallocation of overhead, scholarships and contracts.
- Provides faculty with timely account status information and expense projections.
- Provides faculty financial profiles for the Chair of the Department.
- Reviews data provided by Central Administration for accuracy and makes recommendations, i.e., RAM, Faculty Analysis, etc.
- Interprets such data and, if appropriate, determines how to apply this data to the Department.
- Oversees approval of expenditures on all accounts.
Personnel Management
- Develops an outstanding workplace culture of excellence.
- Provides a vision for staff allocation to deliver the operational plan of the Department.
- Ensures an appropriate level of expertise across all areas of administration and operations and assesses needs and responds to these through appropriate management of personnel and resources.
- Responsible for recruitment, selection, hiring, evaluating, promoting, disciplinary action and termination of all administrative and support staff of the department.
- Supervises administrative staff and may supervise some/all of the support staff.
- Provides counsel to supervisors and principal investigators on all matters referenced above.
- Assists/directs employees on matters of policy, procedure, routine activity, problem solving, benefits, etc.
Partnership, Decision-Making, and Influence
- Actively assesses all situations including downstream impacts and risks.
- Ensures timely decisions are made based on data, focusing on the goals and the needs of both the faculty and administrative teams.
- Able to develop relationships with faculty to become a trusted advisor that partners with the faculty and shows genuine interest in faculty aspirations and administrative needs.
- Ability to inspire others to work toward delivering the goals of the Department’s missions.
- Provides clear and transparent communication with the ability to explain complex directives in a manner that is relevant to Department members.
Operations Management
- Oversees all administrative operations of the department: grants, management, payroll, purchasing, administrative support, computer systems and support operations such as stockroom, shop services, glass washing and media preparation services, package and mail delivery and maintenance.
- Responsible for departmental procedure and policy development together with the Chair.
- Ensures compliance with school, university, agency and federal guidelines.
- Responds to internal and external audits.
- Oversees maintenance of asset records.
Space/Facilities Management
- Partners with the Office of Facilities Management Department (OFMD) to develop plans for space utilization and optimization and, where necessary, construction and renovations.
- Establishes budget, identifies funding sources, sets up accounts, monitors and approves expenditures, oversees project development and progress.
- Manages department space and performs annual space analysis with OFMD.
- Maintains accurate and current floor plans and square footage accounting.
- Oversees facilities general up-keep and maintenance together with OFMD.
Teaching Activities
- Oversees department administrative staff responsible for preparation and distribution of class materials to assure quality and timeliness of activities.
Other Functions
- Serves on various Medical School and/or university committees both on a volunteer and/or request basis.
- Performs other activities as may be assigned by the chair.
Working Conditions:
Job Location/Working Conditions
- Normal office environment
Physical Effort
- Typically sitting at desk or table
- Repetitive wrist, hand, or finger movement
Equipment
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.
Required Qualifications
Education:
Mba Or Other Advanced Degree
Certifications:
No specific certification is required for this position.
Work Experience:
Relevant Management (5 Years)
Skills:
Financial Information Systems, Financial Management, Grant Administration, Leadership, Management of Employees
Driver's License:
A driver's license is not required for this position.
More About This Job
Required Qualifications:
- Qualification or equivalent experience in human resources, preferably at a management level.
- Demonstrated executive-level leadership experience in a relevant context.
- Five years of relevant experience in management.
- Demonstrated Business Administration experience in an Academic setting.
- Familiarity with grants administration, personnel management, and financial management including budget preparation and financial modeling.
Preferred Qualifications:
- Prior management experience in business, accounting, human resources, scientific operations, or a related field.
- Demonstrated capacity to work effectively with a broad range of faculty, staff, students, medical school administration, vendors, etc.
- Demonstrated capacity for developing a positive workplace culture.
Preferred Qualifications
Education:
No additional education beyond what is stated in the Required Qualifications section.
Certifications:
No additional certification beyond what is stated in the Required Qualifications section.
Work Experience:
No additional work experience beyond what is stated in the Required Qualifications section.
Skills:
Human Resources (HR), Supervisory Management
Grade
G00
Salary Range
Base pay is commensurate with experience.The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
Accommodation
If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Benefits Statement
Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/
EEO Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
