Academic Department Manager

Financial Management

• Using Workday Finance, prepare and process department financial activities, including reimbursements, expense reports, expense transfers, accounting adjustments, payment requests, supplier invoice requests, honoraria, guest speakers, petty cash, and fund transfers.
• Using Workday Finance, track expenditures for the Education and General (E&G) budget, gift funds and grants, and report findings to the supervisor and others, as requested.
• Provide minimal training for employees and affiliates on how to submit expense reports.
• Work with the Office of the General Counsel to secure approved contracts for independent contractors, and other vendors before work begins by those entities.
• Prepare monthly reconciliation of department expenses and communicate with faculty regarding their purchasing-card, travel-card, and expense reports obligations on a timely basis.
• Manage purchasing and requisition processes, including using Workday to add vendors/suppliers.
• Ensure expenditures have accurate information and are aligned with budget priorities.
• Help employees and affiliates with reimbursements for their interview expenses, including travel expenses.
• Communicate and coordinate with other campus departments regarding co-sponsored events.
• For the fiscal year close, anticipate final expenses and collaborate with the chair on the use of remaining budget and use of gift funds.

Office Management (Administrative Support & Record Management)

• Ensure welcoming and customer-friendly office presence. Independently establish and maintain positive relationships with students and faculty and actively solicit feedback.
• Manage and facilitate communication flow to department, University offices and external constituents to ensure productivity and organization.
• Provide administrative support to the department chair.
• Manage and facilitate work requests from employees and affiliates members and University offices.
• Schedule and maintain department spaces and manage calendars.
• Update website with ongoing departmental information and coordinate with Office of the Dean to disseminate information via other communication channels.
• Purchase office and instructional supplies and equipment.
• Ensure office equipment is operating efficiently. Manage issues as they arise.
• Using Workday Student, regularly run enrollment reports.
• Maintain department, employee, and affiliate records and files.
• Execute database queries in Workday HR, Workday Finance and Workday Student to retrieve up-to-date information and maintain accurate records.
• Interact with Department of Defense employees and systems to ensure compliance with federal regulations.
• Affords Army Publications Library postings changes to regulations as necessary.
• Posts Army magazines, periodicals, and miscellaneous materials to the cadet library.
• Assists with mail and general correspondence.
• Supports fund-raising efforts of the chair, including communication with donors.

Management of Academic Course Scheduling

• Using appropriate University systems, including Workday Student and Registrar policies, maintain accurate record of annual courses.
• Record class days, times and location preferences to instructors ensuring compliance with University guidelines.
• Submit to Offices of the Dean and Registrar.
• Document and communicate ongoing changes to the Academic Year Plan and schedule.
• Keep the Office of the Dean and Office of the Registrar informed of changes by periodically submitting updated Academic Year Plans and quarterly schedules.
• Keep students informed of changes.
• Manage information flow between chair, employees and affiliates, Office of the Dean and Office of the Registrar to ensure potential problems can be anticipated and resolved.
• Maintain and update new course documentation and academic Bulletin.

Student Services Support

• Using Workday Student and other shadow systems, coordinate pre-registration, waitlist and quarterly class enrollment processes, as needed.
• Ensure that the Office of the Registrar and department receives accurate and timely information.
• Manage communication, from a wide variety of constituents, to and from students regarding their curriculum, advising, and other department opportunities.
• Manage Petitions to Graduate in collaboration with the chair and faculty advisors in a timely manner.
• Manage graduation, awards, and honors recognition, where relevant.
• Using Workday Student and Workday Finance, ensure student awards are processed in a timely manner.
• Prepare and distribute advising materials.
• Using Workday Student, assign advisors to majors in the department.
• Provide guidance to students and refer them to the appropriate office/expert, when the issue requires.
• Maintain advisee rosters, make adjustments as students declare or drop majors or faculty go on leave.
• Using Workday Student, in collaboration with all faculty advisors, manage spring advising removal of holds for all majors in the department.
• Mentor students who have contact with the department regarding the established procedures and guidelines of the University and department.
• Covering student hiring process workflow using appropriate University systems.
• Collect, store and maintain confidential letters of reference for candidates outside of the Workday system. Submit requests for employees and affiliates to the Office of the Dean.
• Navigate Workday HRIS and Workday Student to hire students, including using the complex multi-step process to hire students, as needed.
• Hire, train and supervise student employees using appropriate University systems.
• Prepare office space and purchase needed technology/supplies.
• Ensure smooth departure of outgoing employees and affiliates, including return of university property.

Programming and Event Coordination

• Plan and execute department events and meetings.
• Schedule spaces and ensure appropriate facility and equipment requests are submitted.
• Arrange menus and entertainment.
• Manage invitations, correspondence and advertising.
• Cook travel and lodging arrangements for guests.
• Arrange for gifts, parking, decorations and other necessary details.
• Collaborate with partners across campus to reconcile expenses.

Technology Support

• Coordinate all aspects of the department facilities and equipment (repairs/maintenance/upgrades of computer network, PC replacement, phone system, copy machines; water supply, keys, office supplies acquisition, monitoring expenditures, staff access to buildings).
• Provide regular acquisition and activity reports to the Chair.
• Coordinate the marketing and communicating strategies including website updates, bulletin boards, and newsletters.
• Complete campus training and/or workshops to ensure technology skills are up-to-date for the position.
• Evaluate new software for process improvements; Provide feedback with the goal of streamlining and improving data reporting.
• Provide feedback with the goal of streamlining and improving data reporting.