Administrative Manager - Computer Science Department, University at Albany

About the Department

The Department of Computer Science, within the College of Nanotechnology, Science, and Engineering (CNSE), offers undergraduate and graduate degree programs supporting the University's mission in teaching, research, and service. The department administers complex academic programs, externally funded research activities, faculty affairs, graduate education, and student services while collaborating with numerous University administrative offices.

About the Role

The Administrative Manager plays a critical role in ensuring the effective operation of the department by overseeing fiscal, personnel, academic, and administrative functions. Reporting to the Department Chair, the incumbent independently manages the department's fiscal operations, personnel administration, academic support functions, and day-to-day business operations. The position serves as the department's primary liaison with central administrative offices and provides leadership in developing efficient administrative processes that support faculty, staff, students, and departmental initiatives. The position exercises independent judgment in interpreting University policies, resolving administrative issues, coordinating multiple priorities, and ensuring compliance with University, SUNY, and Research Foundation policies and procedures.

Responsibilities

• Fiscal and Business Administration:
  • Coordinates and monitors departmental operating budgets, faculty start-up accounts, and other assigned funding sources.
  • Analyzes expenditures and prepares financial reports and budget summaries for the Department Chair.
  • Reviews financial transactions for compliance with University, SUNY, Research Foundation, and sponsor policies.
  • Coordinates with CNSE Finance on fiscal issues, ensure appropriate use of departmental resources, and maintain accurate financial records.
  • Recommends process improvements to strengthen fiscal controls and administrative processes.
• Personnel Administration:
  • Processes and coordinates employment actions for faculty, staff, graduate assistant, adjunct, and students, from recruitment through appointment and onboarding.
  • Coordinates graduate assistant appointments, tuition awards, payroll actions, and student employment activities.
  • Monitors faculty personnel actions, including tenure, promotion, continuing appointment, and renewal timelines.
  • Coordinates personnel transactions with Human Resources, Academic Affairs, Payroll, ISSS, and other administrative offices.
  • Coordinates with the Office of International Student and Scholar Services (ISSS) on international graduate students, visiting scholars, and international employees.
  • Applies University personnel policies and procedures while advising department leadership on administrative requirements.
• Academic Program Administration:
  • Manages administrative operations supporting undergraduate and graduate academic programs.
  • Coordinates faculty recruitment activities, search committee support, onboarding, and orientation of new faculty and staff.
  • Coordinates graduate admissions processes and departmental communications with applicants.
  • Coordinates teaching assistant, grader, and instructional support assignments.
  • Coordinates departmental curriculum proposals and academic program documentation submitted to University governance processes.
  • Coordinates ABET accreditation support.
  • Assists in planning departmental events and initiatives.
• Department Operations and Administrative Leadership:
  • Serves as the primary liaison between the department and University administrative offices, including Finance, Human Resources, Academic Affairs, Graduate Education, ISSS, Communications, and Facilities.
  • Coordinates departmental communications, website updates, and public-facing information with CNSE Communications.
  • Assists with space planning, facilities coordination, equipment inventories, and other operational initiatives.
  • Evaluates departmental administrative procedures and recommends operational improvements that enhance service delivery and efficiency.
  • Lead and manage direct reports/team providing guidance, support, and performance feedback to assure goals, programs, activities, and personnel practices are consistent with and contribute to the University's mission.
  • Lead employees for maximum performance and dedication, fostering a positive and productive work environment.
  • Complete performance management feedback and goals timely and per requirements, offering constructive feedback and developing improvement plans.
  • Other reasonable duties as assigned.

Functional and Supervisory Relationships

• Reports to: Department Chair
• Supervises: Administrative Assistant 1, Student Assistants, Federal Work Study students

Requirements

• Minimum Qualifications:
  • Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
  • 2 years of progressively responsible administrative or business management experience, preferably in a higher education, governmental, or similarly complex organization.
• Preferred Qualifications:
  • 5+ years of progressively responsible administrative management experience.
  • Master's degree in Business Administration, Public Administration, Higher Education Administration, or a related field from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
  • Experience with fiscal management, budgeting, and financial reporting.
  • Experience with personnel administration, including hiring, payroll, and employment transactions.
  • Experience supporting academic operations in higher education.
  • Experience interpreting and applying SUNY, Research Foundation, or other higher education policies and procedures.
  • Experience supervising administrative staff.
  • Experience working with enterprise systems such as HRTS, Oracle, Banner, PeopleSoft, or similar administrative systems.

Knowledge, Skills, and Abilities

• Demonstrate knowledge of higher education administrative operations.
• Knowledge of budgeting, financial reporting, and fiscal management principles.
• Ability to interpret and apply University, SUNY, and Research Foundation policies.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple complex priorities independently and adjust priorities.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong interpersonal skills and ability to collaborate with faculty, staff, students, and external stakeholders.
• Proficiency with Microsoft Office (e.g., Word, Excel, Outlook).
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Pay

Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $57,151.