Senior Department Manager at The Ohio State University
Posting DateFebruary 24, 2021
Location of Position
The Ohio State University is proud to be a premier employer that provides an exceptional total rewards package including medical, dental, vision and many other “hidden” benefits. Our competitive benefits package is offered to all eligible faculty and staff in order to attract, develop and retain top performers eager to share their talent, time and success. Our benefits support your health and financial goals and include not only health insurance, but also generous state retirement, tuition assistance for our employees and their dependents, wellness initiatives, and much more. Please visit https://hr.osu.edu/benefits/ for detailed information. Be your best at The Ohio State University!
Duties and Responsibilities
The Senior Department Manager (SDM) will oversee the fiscal and business operations activities of the Department of Physics, under the direction of the chair, vice chairs and college administration; it is key the SDM provide accurate and up to date information to enable the chair to focus on strategic planning instead of day-to-day operations. The SDM reports directly to the chair and informally reports to the College chief administration officer. The SDM will be focused on department oversight that includes project management, team building with a focus enabling the faculty to maximize their impact in research and teaching. While the SDM position has a wide range of responsibilities, it is supported by 10 staff members to carry out the administrative support of the department. Key skills necessary for the position include strong organizational skills, outstanding team building, effective delegator, project management, effective communicator and being highly proactive. Below are the range of responsibilities.
Oversee administrative support of the department:
- Ensure that the department functions efficiently and provides outstanding support for the research and teaching missions of the department
- Provide leadership and team building to enable the staff to carry out a wide range of department operations
- Develop, implement, and oversee communications within the administrative staff and with other parts of the department, information flow needs to accurate efficient and timely
- Oversee the maintenance of well-organized and easily accessible data structures that provides property security and enables sharing between staff
- Regularly evaluate department operations to identify opportunities of improvement for the support of the department including the use of new software and project, management tools
Oversee department fiscal operations and strategic planning in collaboration with the department Fiscal Officer:
- Provides oversight and decision-making for the unit financial and accounting operations including: financial systems, reporting and internal controls, policies and regulations
- Works in conjunction with unit Fiscal Officer to approve financial activity according to the designated signature authority
- Develops and maintains unit budget systems and budgetary policies. Oversees unit budget preparation, forecasting, identifying and implementing strategic initiatives
- Supervises Fiscal Officer overseeing the general ledger, the preparation of unit financial reports, and performs financial analysis
- Manage the preparation and of financial and administrative reports that are user friendly for the chair, vice chair, and faculty
- Work with the Fiscal Officer to provide accurate and regular information of about department resources; forecast resource changes based on factors that include enrollment fluctuations, research expenditures and donations
- Collaborates with the chair and vice chairs to analyze financial and administrative reports against performance to inform strategic planning and further initiatives
- Oversee and forecast fiscal aspects of the department including department funds, indirect cost funds and development funds; develop, establish and maintain fiduciary controls
- Regularly monitor operations and practices to ensure compliance with university policies and procedures. Provides information for internal audits and makes adjustments accordingly
Facilitate communication between the department and the college about their operations and policies:
- Represent and advocate for the department to other administrators and provide efficient feedback to the chair and vice chairs
- Work with the College to ensure the department operations and procedures integrate well with College procedures while efficiently supporting the department faculty and department activities; work closely with the chief administrative officer on college initiatives and strategic planning
- Participates in monthly senior department manager meetings with the College Chief Administrative Officer, College Finance Director, and Senior Human Resources Partners providing consultation, performing project work, serving as mentor to other college managers, provides across-college management training as assigned.
Additional Job Description
The College of Arts and Sciences is the largest college and the academic heart of the university. The College hosts 81 majors. With 38 departments, 20+ world-class research centers, and more than 2,000 faculty and staff members, students have the unique opportunity to study with the best artists, scholars, and scientists in their field. The College values diversity and offers a supportive, open, and inclusive community. The Department of Physics, within the College of Arts and Sciences, seeks a Senior Department Manager to join our team. The Department of Physics is one of the largest departments within the College. It operates within the state-of-the-art Physics Research Building with a significant research infrastructure. The department supports 57 faculty, brings in about $18 million in research funds per year, includes multiple research centers, a graduate program with over 200 graduate students, an undergraduate program with over 500 undergraduate students and teaches many thousands of students per year.
Considerable knowledge of university policies, rules, and regulations; considerable experience supervising a team of staff; knowledge of university financial and human resources functions, including the university’s budget model, financial and HR business processes; experience producing and analyzing complex spreadsheets; experience managing an academic department; experience advising unit leaders on operations and financial decision making.
Bachelor's level degree in business administration or an equivalent combination of education and experience; considerable business experience in an administrative capacity; reasonable knowledge of accounting principles and applications; experience developing and managing budgets; supervisory experience; strong communication skills; and excellent project management skills
Resume and cover letters are required for candidate consideration.
Final candidates are subject to the successful completion of a background check. A drug screen, physical, or psychological screening may be required during the post-offer process.
The Ohio State University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, gender identity or expression, genetic information, HIV/AIDS status, military status, national origin, race, religion, sex, gender, sexual orientation, pregnancy, protected veteran status, or any other bases under the law.
Applicants are encouraged to complete and submit the Equal Employment Identification form.