Job Description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Naval Architecture and Marine Engineering Department (NA&ME) in the College of Engineering is on the University of Michigan's North Campus, located at 2600 Draper Drive, Ann Arbor, Michigan, 48109-2145.

Candidates for the role of Department Administrator in NA&ME should have leadership competence in budget modeling and management, faculty hiring, onboarding and support for success, experience in space management and space data, and business metrics in all administrative areas including research, financial, space, and instruction.  The candidate should have demonstrated capability in leveraging administrative systems and supervising operations teams.  The successful candidate should be knowledgeable in managing HR issues, supervising the administration of Ph.D. fellowships, GSRA and GSI support, undergraduate student events, and stewarding a strong cohort of domestic and international students, employees, and exchange visitors.

The successful candidate will work alongside the Dept. Chair in moving key initiatives forward while ensuring effective stewardship of resources within the Department, building partnerships within the school/college, and strengthening the support functions that serve the academic, research, and service missions of NA&ME.

Partnerships and Collaboration:

• Collaborate with departmental leadership (Department Chair, Associate Chairs, Laboratory Directors, Faculty Committees) and external partners (ADAA Faculty Affairs, Dean's Office, Associate Dean for Research, and the Office of Resource, Planning and Management).

Operational Oversight:

• Manage day-to-day operations in Research Administration, Student Services, Human Resources, General Administration Support, Technical Services, Facilities, Student Recruiting, and Marketing/Communications.
• Implement and maintain internal controls and continuous improvements in these areas.

Financial Stewardship:

• Establish and monitor operating budgets; ensure appropriate use of financial resources.
• Supervise departmental funds (sponsored, gift, designated, equipment, recharge) and oversee financial transactions and reconciliation.
• Develop financial policies, procedures, and systems; perform analysis and forecasting for informed decision-making and long-term budgeting.
• Create financial reports and presentations in accordance with College of Engineering requirements.

Human Resources Management:

• Oversee staffing infrastructure; provide expertise on employee rights, benefits, and responsibilities as well as onboarding and offboarding.
• Ensure equitable staff resources across departmental functions; manage recruitment, hiring, promotions, and compensation.
• Supervise operations staff across various functional areas, advising on HR issues and performance improvement.
• Conduct performance evaluations and maintain a supportive environment promoting departmental unity, diversity, equity, inclusion, and professional growth.
• Develop shared-responsibility and cross-training procedures so that the operations of the NA&ME Dept. will continue smoothly in the absence of any one individual staff member.

Culture and Compliance:

• Establish accountability and foster a culture aligned with College of Engineering values.
• Create safe spaces for conversation, aiming for proactive management of issues.
• Ensure compliance with the College of Engineering and University's policies, developing and documenting departmental policies and procedures for transparency.

Representation and Advisory:

• Act as departmental representative to the College of Engineering and other university administrators, with authority over financials and administrative policies.
• Support the Department Chair and leaders on strategic financial, organizational, and operational matters.
• Participate in leadership and advisory meetings for NA&ME.

Other:

• Perform other job-related duties as assigned.

• Bachelor's degree with an equivalent combination of education and experience and a proven record in administration or finance in a research or related organization, preferably in higher education.  
• Minimum of five years of supervisory experience in a management/administrative role. 
• Proven expertise working with spreadsheets and databases to financially manage, budget, and project all types of funding sources.
• Experience managing research and grant activity and knowledge and pre- and post-award management.
• Demonstrated excellent organizational, critical thinking, and analytical skills with a proven ability to productively handle ambiguity and uncertainty.
• Proven ability to communicate well, both orally and in writing, and to work collaboratively and diplomatically with others, with the ability to mentor, supervise, and interact with a diverse workforce.
• Demonstrated ability to exercise appropriate discretion and confidentiality.
• Proven ability to work under pressure, make independent decisions, and exercise strategic and critical thinking that impacts an entire organization.
• Knowledge of research administration policy and procedures.
• Extensive experience in recruiting, mentoring, career development, leadership, and team building.
• Strong communication skills combined with excellent people skills and experience in building and leading teams and creating relationships.
• Excellent change management skills to guide administrative and personnel transitions.
• Demonstrated ability to present and gain acceptance of ideas and proposals.
• Knowledge of finance, accounting, and professional and technical billing.

• Prior experience as a Unit Administrator in a higher education institution.
• Master's degree in Business Administration or related field.
• Experience in managing gift funds and other financial assets.
• Experience in developing and preparing contracts and proposals.
• Thorough knowledge of University policies and procedures is highly desired to ensure awareness and compliance, including human resources, sponsored programs, financial management, procurement, travel, facilities, and student services.
• Willingness to work fully or primarily in person.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks.  Background checks are performed in compliance with the Fair Credit Reporting Act.

Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

The University of Michigan is an equal opportunity/affirmative action employer.

About University of Michigan - Ann Arbor

A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.

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