Administrative Manager - Mechanical Engineering

Vanderbilt University

North America , USA

Administrative

Ending On: 15 Dec 2019 8 days to go

Keyskills

Job Description

We are looking for Administrative Manager - Mechanical Engineering

Education:

Employment: Full-Time

Requirements: Salary: Competitive
Location: Nashville, TN, USA
Apply Now

**Administrative Manager - Mechanical Engineering (Job Number: 1902181)**

**Description**

The Administrative Manager position is housed in Mechanical Engineering. This position will primarily plan, organize, streamline internal processes, and is responsible for managing the daily administrative activities of the work unit. It will serve as a liaison between faculty, staff, and students and between the School Dean's Office and the work unit. Duties require a strong exercise of independent judgment, initiative, innovation, and the ability to make decisions relative to the work unit's operations and academic mission. The position will function with a high degree of understanding of University life, policies, and procedures.

The Mechanical Engineering work unit provides a broad-based engineering education with opportunities for students to elect courses in areas of study related to any industry and, with careful planning achieve some specialization. The mechanical engineering program prepares an individual to become a practicing engineer who can participate fully in the engineering activities of design, building, operation, production, maintenance, safety, marketing, sales, research, and administration. Numerous research projects allow faculty and students to collaborate in areas of combustion and propulsion, robotic surgery, powered prosthetics, nanotechnology, thermal fluids and medical devices.

**Duties and Responsibilities**

**Ensure effective operation of department through innovation and process improvement**

+ Initiate and lead efforts to maintain and improve current output while increasing efficiency

+ Initiate and lead efforts to achieve effective communication among department faculty, staff, and students

+ Develop, interpret, and implement procedures for general departmental function, assuring that all policies conform to University and School guidelines

+ Establish a vibrant staff culture creating a team oriented environment with a focus on customer service for students, faculty, and staff

+ Work independently on projects related to administrative responsibilities

+ Prepare reports/analysis for 'chairperson's review

**Assist chairman in planning and budget control**

+ Serve as business manager for the department; act as contact point for fiscal matters

+ Analyze the operating budget and prepare a fiscal year plan with the Departmental Chair

+ Attend meetings and interact with school and other departments/units/institutes as requested by the chairperson

+ Serve as resource for staff, students, faculty and chairperson regarding unit operations and university policies and procedures

+ Resolve problems directly or in consultation with chairman concerning staffing, use of facilities, equipment, and funds

+ Maintain inventory of space utilization and recommend space allocations

+ Manage equipment purchase allocations

+ Reconcile expenditures, monitor for compliance with established policies and guidelines and allocated budget

+ Analyze and report variances of budget vs expenditures to the department chair and CBO on a monthly basis

+ Initiate and lead departmental social programs such as senior reception, luncheons, visiting lectures, etc.

**Faculty/Staff/Student Management**

+ Maintain confidential personnel records for professional and non-professional staff

+ Manage the migration and maintenance of physical records into digital form

+ Review and implementation of improvements to the current process for Human Capital Management and labor costing

+ Possesses and develops expertise in faculty and staff HR life cycle, from onboarding to retirement

+ Advises faculty and staff on routine HR processes and identifies more complex situations that require the involvement of the business officer

+ Assists employees with self-service transactions, as needed

+ Identifies and understands the connections between policies and procedures and the resulting impact on employees and communicates in advance of any impact

+ Will have an understanding of Oracle HR functions and related connections with Oracle financial functions

+ Assists Deans Office with position reviews and reclassifications

+ Serves as the area resource on absence reporting

+ Serves as the area resource and makes sure that staff are assigned to Interfolio faculty functions

+ Train personnel in University/School/Departmental systems and procedures

+ Recommend training for staff professional development

+ Interpret and communicate policies and procedures established at School and University levels to departmental staff

+ Ensures staff are assigned to all faculty processes including promotion and tenure, hiring, appointments, reappointments, etc.

+ Ensures staff are assigned to the graduate program coordination function

+ Handle complaints and grievances according to university policies

+ Evaluate and ensure staff salary equity within the department

+ Organize and conduct annual performance reviews for department staff

+ Make hiring recommendations, interview and screen applicants

+ Other tasks as assigned

**Profile of an Ideal Candidate**

+ Bachelor's Degree necessary. Masters preferred.

+ 3 - 5 years of relevant experience

+ Higher Education background with a concentration in Engineering preferred

+ Strong organizational skills

+ Strong critical thinking/ problem solving skills

+ Experience working with senior leadership

+ Experience working in a higher education/ academic setting preferred

+ Financial background including the review of budgets

+ Proficient in Microsoft office, adobe, and have database experience

+ Comfort with new technological systems. Adapts easily to changes in technology and process.

+ Ability to work on multiple projects simultaneously

+ Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff

Vanderbilt University is an equal opportunity, affirmative action
employer. Women, minorities, people with disabilities and protected
veterans are encouraged to apply.

**Primary Location:** _United States-Tennessee-Nashville_

**Organization:** _15250 - Mechanical Engineering_

**Job:** _Administrative / Office Support Managers_

Vanderbilt University is committed to principles of equal opportunity and affirmative action

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