Administrative Manager - AI & Society College

The Administrative Manager for the AI & Society College will coordinate all fiscal, personnel, and communications activities and oversee day-to-day operations. The incumbent will routinely interact with faculty, staff, and students from across the University.

Primary Responsibilities:

• Fiscal Management
  • Consult with and advise the Director and Associate Director regarding budget planning and implementation.
  • Oversee the department's budget and manage all departmental accounts, including state, sponsored, and donor funds. Reconcile accounts monthly.
  • Process financial transactions, including purchasing, travel, honoraria, and direct reimbursements.
  • Manage the disbursement of funds for Faculty Innovation Awards.
  • Assist with preparing budgets for grant proposals and other funding applications.
  • Serve as college liaison and troubleshoot issues with campus administrative offices including Purchasing, Accounting, and Budget.
• Personnel Management
  • Manage all personnel activities, including hiring, extra service and stipends, term renewals, and graduate assistantship appointments and tuition waivers.
  • Assist in onboarding faculty and graduate student fellows.
  • Serve as college liaison and troubleshoot issues with campus administrative offices including Payroll and Workforce Planning.
• Communications and Marketing
  • Manage the design and content of the college's print materials, website, and social media platforms to publicize the college and its activities.
  • Manage the notification process for the college's faculty and graduate awards/fellowships.
  • Coordinate the college's participation in recruitment and other events, including Accepted Student Open House, Welcome Week, and Showcase Day.
  • Manage the college's internal and external day-to-day communications.
  • Assist the Director and Associate Director with financial and project reports as necessary.
  • Serve as college liaison and troubleshoot issues with campus administrative offices including Communications and Marketing and Web Services.
• Administrative Management
  • Oversee the day-to-day operations of the AI & Society College.
  • Supervise work-study students and student assistants working in the college office.
  • Maintain the Director's and Associate Director's calendars.
  • Coordinate meetings with the college advisory board and other constituencies.
  • Track AI-related course offerings each semester.
  • Manage college spaces, process facilities requests, and troubleshoot issues with Facilities Management.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

• Reports to Director, AI & Society College
• Supervises the following positions: Student employees

Job Requirements:

• Evidence of attention to detail and strong organizational skills
• Evidence of strong interpersonal and written communication skills
• Ability to handle multiple tasks simultaneously, prioritize, and complete assignments accurately and in a timely fashion
• Demonstrated ability to work both independently and as part of a team
• 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

Minimum Qualifications:

• Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Minimum two years of relevant professional experience
• Experience with Microsoft Office
• Experience with budgeting, accounting, purchasing and/or human resource policies and processes

Preferred Qualifications:

• Experience working in a higher education setting
• Experience managing websites and/or social media platforms
• Familiarity with systems such as PeopleSoft, Oracle-based business intelligence, Slate, EAB, etc.

Working Environment:

Typical office environment