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.
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
Internal Number: 1902181
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.