Administrative Associate 1 Supervisor 7208A1 Reports To: Ginny Olson
Overview of Position: The purpose of this position is to oversee the daily building operations, administration, grants, finance and reporting, supervision of staff, and communications, including the School’s web presence and conference planning, in the Physics and Nanotechnology Building (PAN) which houses the experimental research programs for the School of Physics and Astronomy. The main administrative offices for the School of Physics and Astronomy are in John T. Tate Hall, so this position requires a well-rounded person who can operate independently at a different site, consult with the main office before making critical decisions, and work with their small team to cover a wide variety of responsibilities and activities in PAN. Since 25% of the job requires working with Excel spreadsheets to prepare reports for PIs and Federal sponsors in support of the experimental research programs in PAN, the desired applicant will have some finance experience and good math skills. Candidates should also be willing to learn new software applications and have good communications skills. Duties include:
Finance, Reporting and Budgeting
Communications and Outreach
20% Faculty Support and Compliance
Establishes and oversees administrative procedures and standards for administration operations. Responsible for overseeing day-to-day administrative support operations of assigned area(s).
Provides administrative support for faculty, researchers and visiting collaborators.
Negotiates contracts for supplies and services and routes external contracts for necessary approvals.
Interprets and maintains administrative policies and procedures. Serves as liaison (with other units and/or the general public) for requests, policy/procedural questions, and/or problem resolution.
Ensures compliance with external and institutional policies and procedures.
Acts as Chrome River Navigator and assists personnel with the submission of the expense reports using this new system.
First level of approval for expense reimbursements, procurement card purchases, and purchase orders.
25% Finance, Reporting and Budgeting
Responsible for assigning expenses to work breakdown structures for sponsors that need detailed invoices. Monitor balances and check expenses being reported to sponsors to ensure that they were charged correctly. Assist faculty with their proposals and progress reports, for example by preparing reports to show personnel efforts, and gathering other information as needed. Prepare a monthly upload spreadsheet for three Internal Service Organizations (ISOs). Work with the School’s Manager and faculty to prepare annual budgets for non-sponsored funds and plan expenditures for the next year.
Carry out financial and reporting functions.
Prepare required grant and/or project reports
Support pre-award sponsored project proposal preparation as needed.
Integrate multiple reporting systems together.
Develop and manage financial plans and budgets.
Develop custom spread sheets to track expenses and reports.
Keep track of equipment, fabricated asset costs, and their locations.
25% Management Support for Fermi National Accelerator Lab endcap calorimeter project.
Working with Professor Jeremy Mans this requires learning project management software Primavera P6 which is used to enter Basis of Estimate (BOE) documents to be used to compare and validate the project schedule. Some travel possible.
20% General Management - Keys, Web Design, Event Planning, and Communications
General Management includes assignment of keys and key card access to building occupants and visitors, conference room scheduling and equipment maintenance. Responsible for web design, graphic design, social media, and conference planning. Responsibilities include, but are not limited to, venue research, budget development, expense tracking, food and beverage, ancillary event management, registration services, team communication, A/V coordination, speaker management, event logistics, branded merchandise, vendor partnership, lead generation and reporting, and post-event analysis. Manage events logistics planning and execution.
Assign Keys and provide card access for building occupants and visitors. Allow access to facilities personnel and contractors.
Manage conference rooms.
Report building issues to Primary Building Contact and/or Facilities Management.
Create, implement, analyze, and evaluate communications programs and events to advertise and promote the School of Physics and Astronomy.
Create specialized or technical materials for marketing, publication, and/or public or internal relations that incorporate both written and graphic work, and utilize multiple media methods.
Effectively communicate with vendors to identify cost-savings opportunities.
Work alongside communications team to creatively promote programs, develop promotional media, flyers, and public service announcements.
Maintains complete and accurate event and program reporting documentation.
Create event budgets and track spending.
Maintain methods of outcome measurement and program evaluation tools to inform current and future programs.
Engage and act as a liaison with other University colleges and departments, or the public on questions, comments, or requests for information.
Coordinate event logistics, including but not limited to registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
Design, development and maintenance for social media.
Supervise and delegate work to support staff. Responsible for two full-time AFSCME employees and sometimes student workers.
Responsible for assigning work, monitoring performance of employees, and conducting annual performance reviews. Responsible for hiring, approving time, promoting, coaching, and discipline.
Maintain work schedules and assignments.
Provide direction and oversight of administrative staff and student workers.
Coordinate the work and activities of employees. Work together as a group to accomplish tasks.
Approve time and human resources related issues for two full-time AFSCME employees.
Maintain staff by recruiting, selecting, orienting, and training employees; develop personal growth opportunities.
Other duties of a similar scope as assigned.
BA/BS degree or a combination of related education and work experience to equal four years.
Applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.
Proficiency in Microsoft Office Suite, specifically Word and Excel, as well as Google applications (calendar, email, drive).
Experience in higher education and working with research grants.
Experience working with financial documents such as purchase orders and travel reimbursements.
Experience working with one or more professionals who are in a leadership position (e.g., division director and grant principal investigator).
At least one year of prior supervisory experience of staff-level position(s).
Experience using University online financial system (EFS).
Demonstrated ability to work with and adapt to new technologies and processes without significant direction.
Experience working independently in a fast-paced environment.
Event planning experience including setting up web pages and collecting registration fees.
Experience working with Sponsored Financial Reporting (SFR).
Software Knowledge (preferred):
Administration: Word, Excel, Acrobat, Google Drive, DORs (UM conference registration)
Financial/Grants: PeopleSoft (Enterprise Financial System), EFS Queries, Preparing Spreadsheet Uploads for ISOs, UM Reports, Chrome River Navigator Training, PAMS (U.S. Department of Energy Proposal Management System), Fastlane (NSF).
Internal Number: 330994
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