Temporary Office Administrator - Department of Computer Science and Electrical Engineering

About the Opportunity

This position is responsible for the administrative and financial management of the Lane Department of Computer Science and Electrical Engineering. This includes all payroll and budget management for the Department, grant management, Department administration and financial management and planning as well as analyzing and interpreting accounting records and making recommendations to the Chairperson on actions needed. The Department employs approximately 22 tenure track faculty, 15 non-tenure track faculty/adjuncts, 3 support staff, 80 Graduate Assistants and 25 hourly student workers. The annual Department budget, including grants and foundation, exceeds $15 million.

OFFICE ADMINISTRATION:

• Develop and maintain the office structure according to institutional policies and procedures as well as State and federal guidelines.
• Coordinate the workflow of the Department. Assess problems and take corrective action, as needed, such as making changes to internal office policies and procedures.
• Responsible for the Expert Business Office of the Lane Department of Computer Science and Electrical Engineering as well as the main departmental office. This includes both direct and indirect supervision of a staff comprised of one Accounting Assistant, one Program Coordinator, work study and hourly students. This includes training, hiring and disciplinary authority.
• Incumbent is the signature authority to employee time records, responsible for scheduling and approval of staff vacations and responsible for calculating overtime for non-exempt employees.
• Assess absentee staff coverage for the Department. Serve as "back up" for Departmental Staff if coverage is needed due to annual or sick leave.
• Report directly to the Chairperson on progress/problems regarding departmental operations. Keep the Chairperson advised of actions taken.
• Develop criteria to evaluate the personnel needs of the unit, operational effectiveness and fiscal requirements of the department and its programs.
• Hold regular staff meetings to discuss work progress as well as any problems that may arise.
• Train faculty and staff and provide guidance on administrative and human resources policies and procedures; interpret Departmental and University policies and oversees their enforcement.
• Attend meetings representing the Department on fiscal and administrative management.
• Provide necessary information at meetings representative of the Department's programs
• Promote open communication and relationship building with other departments, internal and external groups, and other individuals in coordination of departmental activities.
• Attend meetings regularly on ORACLE, MAP, procurement, affirmative action policies, and any other matters necessary for management of the department.
• Serve as the financial and administrative liaison between the Department and the Statler College of Engineering and Mineral Resources administrative offices and other units.
• Serve as promotion and tenure coordinator for the Department.
• Solve problems related to the day-to-day operations of the Department and its research, teaching and service functions by working with members of the Dean's staff or other administrative units in the University.

PAYROLL/HUMAN RESOURCES:

• Manage payroll for the Department. This includes submitting appropriate HR/Payroll Forms to the Statler College of Engineering and Mineral Resources EBO when employees are hired, termed or change positions; checking semi-monthly pay edit for Department to ensure no problems; submitting and approving hourly payroll semi-monthly for students and classified staff as well as other work study students; and supervise the distribution of payroll semi-monthly. Maintain confidential personnel files and records for the Department.
• Coordinate raise process for the Department.
• Submit Chair's recommendations for faculty salary increases to the college's Raise Prep File as necessary.
• Submit overload payment for faculty teaching additional courses as needed each semester.
• Obtain approval and process hiring of Lecturers and Adjunct Instructors as needed.
• Operational oversight responsibility for departmental personnel services funds as well as review of cost share accounts to ensure the Department is meeting cost share obligations and commitments.
• Review faculty research release and incentive salary on a semester basis for faculty participating in the Faculty Research Release Program.
• Manage the payroll suspense file for the department. If a payroll action results in inadequate financial resources, the charge will default to the college's holding account. The incumbent must research the issue and take corrective action to move the expenditure to the appropriate account.
• Maintain MyTime online hourly time keeping system by monitoring the time stamps and taking corrective issues such as missed punches.
• Manually keys time for employees that work in remote areas and complete timesheets.
• Approve and forward MyTime timecards in compliance with tight deadlines to ensure payments are processed on time.
• Complete proper web-based forms to make changes to current assignments in MAP, such as FTE change, salary change or change in contract dates.
• Complete Change of Address forms to maintain accurate information in MAP such as work and home addresses, email and telephone numbers.

BUDGET/FINANCIAL SERVICES:

• Coordinate the budgetary responsibilities of the department that includes State, Foundation and Research funds. Work with an automated information system (ORACLE) and the procedures and policies that govern the University's financial system with various reports available within the system to accomplish daily operations.
• Work with the Chairperson and the college EBO personnel in preparing annual department budgets. Make recommendations to the Chairperson to accommodate current needs and future plans. Notify the Chair of any problems or discrepancies.
• Provide account information and report to the Chairperson as needed or requested. Provide salary and/or expenditure data as needed for annual accreditation reports. Compile statistical data as needed for annual accreditation reports. Compile statistical data for required reports as requested.
• Responsible for all departmental funds deposits. This includes the deposit of checks and at times large sums of cash. Ensure the cash handling policy of the department and college are in place and followed. Maintain security of deposits as well as payroll by limited access to the department's safe.
• Serve as DCC for State p-card transactions.
• Review expenditures and monthly p-card statements. Provide guidance to the Principle Investigators for the financial management of their grants.
• Actively seek solutions to account management questions/problems and makes corrections as necessary.
• Research and correct any budgetary discrepancies by conferring with both internal and external constituents; ensure that appropriate corrections are made through recognized and accepted means. Oversee the department's DCC for Research Corp p-card transactions. Review/audit p-card transactions and ensure documentation is retained in department files. Review monthly p-card report of the DC.
• Communicate with the college EBO as necessary regarding fiscal matters. Interact with other University departments regarding fiscal matters.