Job Description

The Opportunity
The Chemical and Biological Engineering (CBE) Department Manager provides leadership, oversight and coordination of departmental operation and administrative functions. This position provides coordination of the graduate program including academic advising, recruiting, training and programmatic initiatives. This position also supports the undergraduate program through oversight of the CBE classified staff activities in this area. This position provides fiscal management and analysis of all funds in the department, and oversight over all departmental, foundation and research funds. Additionally, this position assists the CBE Department Head (DH) with strategic planning, operational oversight and provides executive administrative support to the CBE DH. Position ensures all administrative functions of the unit are operating efficiently and in compliance. Learn more about CBE at https://chemeng.mines.edu/.
Responsibilities
Department Management (40%)
Provide leadership, oversight and coordination of department operation and administrative function. Assist the DH and Department with strategic planning, operational oversight, departmental management and provide executive administration to the DH. Essential functions include:
Provide oversight and coordination of CBE business and administrative functions. Implement departmental policies and procedures.
Make decisions on behalf of the Department with regards to student employees and with DH on administrative classified employee hires/evaluations.
Collect, compile, and synthesize/summarize statistical data - both financial and student related and provide written reports of findings to the DH to assist with curriculum redevelopment, drafting strategic plans and initiatives, and research program expansion plans.
Actively engage with Mines Foundation to develop funding for department and with the Alumni Association to improve alumni relationships.
Communicate updates on departmental activities and coordinate interdisciplinary activities with appropriate University and Departmental counterparts.
Ensure degree program documentation is current and accurate, including Catalog descriptions, advising materials, and information on website.
Supervision of the office Classified staff and will coordinate the support staff to ensure that delegated duties agree with the position descriptions and ensure that all staff are able to contribute in their roles to the best of their abilities. Provides written and oral feedback to staff.
Serves as the hiring manager for the department to coordinate searches for faculty and staff for the department. Manages on boarding of new hires.
Ensure FERPA compliance of all academic records and business practices.
Leads department communication efforts regarding the creation and distribution of all department marketing materials, newsletters, press releases, and general outreach. Ensures website is rich in content and current.
Serve as the primary point of contact and support for faculty regarding policies and procedures (both departmental and Mines), professional development, FDRs, promotion and tenure, personnel files, and professional development opportunities.
Oversee the administrative management of department graduate and undergraduate programs.
Assume other administrative responsibilities and special projects as assigned by the DH.
Fiscal Management and Analysis (30%)

Fiscal management and analysis includes authority and oversight over all departmentally managed funds.
Will retain and analyze budget income and expense histories to provide information, recommendations, and alternatives to the department head for high-level, multi-year budget planning. Will make independent decisions to allocate, move, and increase or decrease funds related to budgets for operating expenses:
Oversees department-wide activities related to budgeting and financial management.
Develop annual budget request with DH that is accurate and strategic for the upcoming fiscal year.
Provide Budget Analyst with regular updates on Department finances, communicating department needs and priorities clearly and effectively.
Coordinated financial decision-making with DH, including prioritizing and aligning operating fund expenditures with strategic departmental goals.
Financial analyses, variance analyses and management of all departmental revenues and expenses including payroll funds, teaching assistant budget, research assistant budget, operating funds, lab fees, IDC returns, research awards, auxiliary funds, foundation funds and tech fee projects. Make strategic decisions with the DH to best use available resources and request additional resources as appropriate.
Provides the DH with analysis, trends and projections, including guidance with respect to spending.
Ensure that faculty, student and employee contracts are accurately prepared and submitted in a timely fashion.
Monitors Pl spending on contracts and grants, works with ORA to ensure compliance with budget regulations with contracts and grants, and takes appropriate actions if misuse of funds is found or if spending is close to a cost overrun.
Develops and evaluates departmental operating policies and procedures and budgetary controls.
Communicate with DH on issues of significant financial or budgetary consequence.
Oversee CBE faculty research expenditures and ensure compliance with applicable regulations. Provide research project accounting information to Pl's (Principal Investigators) and offer solutions as necessary.
Organize events and communication efforts with the department external boards and invited executives.
Attend conferences, industry meetings, and local alumni events, to increase department outreach and communicate funding opportunities. Develop reports and materials to showcase need and opportunities for donors.