Engineering a world of possibilities Colorado School of Mines welcomes applications for a Department Manager in the Department of Geophysics.This role is the principal staff administrator for the department. This in-person role provides management level operational oversight and direction in support of the mission of the Colorado School of Mines. Reporting to the Department Head (DH) of Geophysics, the Department Manager works with the Department Head independently and in collaboration on planning, coordinating, implementing, and assessing strategic objectives to achieve the mission and vision of the Department of Geophysics. The Department Manager is responsible for (a) efficient management of department operations, (b) fiscal management, strategic planning, and analysis of all department funds, (c) marketing and promoting the department and assisting DH with fund raising initiatives and alumni outreach, (d) oversight of the management of the graduate and/or undergraduate programs, including supporting outreach efforts, (e) supervision of other administrative staff and students in the department.
Primary Responsibilities:Department Management (50% - essential)Provide leadership, oversight, coordination and execution of department operations and administrative functions. Collaborate with the DH on strategic planning as well as provide operational oversight. Provide departmental management as well as executive administration to the DH. Essential functions include:
- Provide leadership, oversight, coordination, and execution of business and administrative functions via collaboration with DH, department, and other units on campus.
- Partner with Human Resources (HR) to serve as the hiring manager for the department.
- Coordinate department searches and onboarding of new hires.
- Complete hiring of graduate and undergraduate students (e.g., teaching assistants, research assistants, fellows), and adjunct assignments. Maintain up-to-date knowledge of all relevant HR and other policies and procedures regarding student (e.g., teaching and research assistantships, fellowships, international students) and adjunct employment.
- Serve as the primary point of contact and support for faculty regarding departmental and Mines policies and procedures, professional development, faculty annual evaluation, promotion and tenure and other personnel files. Maintain and apply knowledge of relevant academic processes and procedures (e.g., Handbook and Procedure Manual).
- Apply specialized knowledge of department and university metrics and reporting systems to provide analysis and data to DH for the development of strategic plans and reports (e.g., ABET).
- Effectively communicate departmental activities, initiatives, etc. and coordinate activities and initiatives with appropriate University, Portfolio, and Departmental counterparts.
- Event planning and organizing, invitations/RSVPs, catering menus, room layouts and securing space reservations, ordering awards/engraving, managing vendor relationships, communicating with internal and external stakeholders, and attending events and managing event operations.
- Work with the DH, faculty, students, University Communications staff and others on the creation and distribution of department marketing materials, newsletters, and outreach materials. Oversee maintenance and upgrade of department website.
- Actively support DH, department, CSM Foundation, the Alumni Association, and relevant department committees to enhance fund raising and donor, alumni, and industry relations.
- Oversee infrastructure needs, including renovations and upkeep of research laboratories, office spaces, classrooms, and conference rooms.
- Support DH by scheduling appointments and doing other administrative tasks in support of work DH does for department. Provide proxy to the DH for relevant administrative functions, as appropriate.
- Maintain up-to-date knowledge of financial management and policies and procedures related to research grant administration, work with Office of Research Administration to ensure compliance with budget regulations with contracts.
- Evaluate administrative and operational processes and procedures to improve effectiveness and efficiencies. Via collaboration with DH and department, create and revise departmental policies and procedures to implement improvements. Assess and resolve complex issues and provide and implement alternative solutions as necessary.
- Provide supervision of the Administrative or Program Assistant. Supervise other department support positions, if applicable.
Fiscal Management, Strategic Planning and Analysis (40% - essential)Fiscal management, strategic planning and analysis includes authority and oversight over all departmentally managed funds. Will retain and analyze budget income and expense histories to provide information, recommendations, andalternatives to the DH for high-level, multi-year budget planning. In consultation with DH, will make independent decisions to allocate, move, and increase or decrease funds related to budgets for operating expenses:
- Manage finances across all funding sources by applying relevant and up-to-date knowledge of fiscal processes, procedures and guidelines. Includes developing, monitoring, analyzing, forecasting, and reporting on budgets. Advise DH about spending and strategize with DH for additional resources. Work with the DH to develop an accurate and strategic annual budget request for the upcoming fiscal year.
- Collaborate with the DH to make strategic decisions to best use available fiscal resources by analyzing fiscal accounts (e.g., payroll funds, teaching assistant and fellowship budget operating, lab fees, auxiliary funds, foundation funds and tech fee projects).
- In consultation with DH, exercise broad financial decision-making authority, including implementing distribution of teaching assistant and other student assignments. Prioritize and align operating fund expenditures with strategic departmental goals.
- Maintain specialized and up-to-date knowledge of all relevant policies and procedures related to fiscal management. Maintain up to date knowledge of requirements of different types of accounts (research, foundation, auxiliary, and general funds) and know guidelines relating to allowable/non-allowable expenditures in order to advise department.
- In consultation with DH, develop and evaluate departmental fiscal operating policies and procedures and budgetary controls.
Graduate and/or Undergraduate Program Management (10% - essential) Essential functions are applying understanding of graduate and undergraduate programs and curriculum to provide support to the graduate and/or undergraduate programs. Responsibilities include, but are not limited to, collaboration with faculty committees and shared student services regarding:
- Maintain up-to-date knowledge of Office of Graduate Studies, Registrar, Undergraduate
- Program policies and procedures. Maintain working knowledge of department graduate and undergraduate curriculum requirements and changes in order to ensure efficient operation of academic programs in department. Support DH and department in working with academic units on campus.
- Manage or oversee logistics (travel, teaching assistants, etc.) for summer field session and manage or oversee logistics for all department field trips and field experiences.
- Work with department Graduate Admissions and Support Committee to develop, revise and implement effective processes, procedures and policies related to teaching assistants, fellows, graduate students and graduate student admission and support.
- Serve as primary liaison to the graduate and CASA offices as well as other various academic and student support departments/programs across campus.
- Additional responsibilities: Perform other duties as assigned in support of department vision and mission.
Minimum QualificationsEducation and Experience:
- Bachelor degree in Business Administration or related field from an accredited institution (education can be substituted with specialized experience in higher education academic departments).
- 2 years of progressive, administration experience related to project and program management and operational oversight.
- 2 years of experience with developing, monitoring and managing budgets, resource management, and financial reporting.
- Evidence of teamwork experience, relationship building, and partnership development.
Knowledge, Skills, and Abilities:
- Demonstrated leadership, problem-solving and decision-making skills.
- Strong expertise in business and management computer applications and databases.
- Ability to keep abreast of general higher education trends.
- Ability to effectively communicate verbally and in writing with faculty, staff and students on a variety of topics.
- Ability to be sensitive to the needs and concerns of faculty, staff, and students and other members of the University in a manner that is professional, objective and easily understood.
Preferred Qualifications:
- 5 years in a management position that includes supervisory experience.
- Significant experience with Banner, Workday or other ERP (Enterprise Resource Planning) system.
- Experience in higher education.
- A demonstrable commitment to promoting and enhancing diversity of perspective.
About Mines & Golden, CO When the world looks for answers, the world looks to Mines. Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines' scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023). Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds. At the same time, Mines faculty members are pushing their fields in new directions, whether that's manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 Very High Activity research institution by Carnegie, a notable feat for any university but particularly one of our size. Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world's problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience? Look to Mines.
Equal Opportunity Mines' commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce. Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.
Annual Rate and Benefits $64,000 - $72,000 annual pay rateMines takes into consideration a combination of candidate's education, training and experience as well as the position's scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. In addition to the amazing benefits mentioned below, Mines continues to show its dedication to its employees by offering an 11% employee contribution through our Mines Defined Contribution Plan and an incredible 12% employer contribution with immediate 100% vesting for our Administrative Faculty positions!Colorado School of Mines offers a robust portfolio of benefits for all employees.For this role, that includes:
- Flexible health and dental care options
- Generous sick/vacation time: 13 paid holidays per year - including a week-long winter break for entire campus.
- Fully vested retirement plan on first day of employment, with generous employer contribution
- Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state-of-the-art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits.
How to ApplyInterested applicants should apply online as soon as possible. For full consideration, applications should be received by Monday, January 13, 2025. Applicants will be asked to complete an online application (personal information, demographic information, references, veteran status) and upload a resume and cover letter (required). References will not be collected or contacted until later in the selection process and you will be informed before that contact is made.Contact Dorie Gelber, Human Resources, at ...@mines.edu with any questions about this opportunity.
A Background check will be required upon offer.Accommodations - It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities to promote diversity and inclusion at Mines. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at hr@mines.
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