Position Summary The College of Medicine Phoenix Campus is seeking a full-time Department Administrator. This position is responsible for managing department resources (financial resources, staffing needs, space needs and contracts and agreements) for selected departments; interface between the department and central college administration; development of financial plans for presentation to internal and external constituents; as well as maximization of opportunities and resources to advance departments' and the College's mission. This position implements and oversees complex administrative and fiscal operations for various departments in the College of Medicine-Phoenix to ensure compliance with established University, state, federal and granting agency policies. Key functions include leadership, strategic planning and communication, and oversight of research and educational administration. Each Department Administrator supports multiple departments based on department portfolios. This position works closely with the centralized Finance Office to support the business needs of all campus departments. The ideal candidate should have experience with budgeting, financial and strategic planning, financial management, and managing processes. This position will report to the Department Chair and the Office of Finance and Business Administration.
The University of Arizona College of Medicine – Phoenix anchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of the Sun. The College inspires and trains individuals to become exemplary physicians, scientists and leaders who are life-long learners and inquisitive scholars. We embrace professionalism, innovation and collaboration to optimize health and health care for all. The Phoenix Biomedical Campus embodies the University's priorities of engagement, partnership, innovation, and synergy in its world-class academic and research initiatives, with clinical facilities throughout Greater Phoenix. The campus also houses the UA Colleges of Public Health, Pharmacy, and Nursing, as well as Northern Arizona University's College of Health and Human Services, the Translational Genomics Research Institute (TGen) and the International Genomics Consortium.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been listed by Forbes as one of America's Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona and relocation services, please click here.
Duties & Responsibilities
Advises the Department Chair, faculty and staff on financial planning and provides assessment and analysis for decision-making and strategic planning.
Analyzes and budgets department resource needs; prepares and manages budgets in the campus automated budgeting system and ensures accuracy of information in the university financial system and department reports
Prepares business plans to support new investments, hires, equipment, etc. for presentation to College leadership for funding and approval.
Compiles information packages related to conflict of interest reporting, cost sharing requests, subcontracting agreements, and intellectual property documents (e.g., NDA, Invention Disclosure) in liaison with specialized administrative and business units.
Develops and maintains positive and effective external and internal relationships (including with the centralized offices of Campus Management and Operations, Development, Faculty Affairs, Finance, HR, IT, and Marketing and Communications)
Works with research administration for pre-award needs and onboarding of new lab hires; works with PIs and research administration for future grant submissions.
Works with COM-Phoenix Finance Office and UA Sponsored Projects Services to oversee the post-award financial grants management, including communication with external sponsors, budget reallocations, reporting and requests for carry-forwards and no-cost extensions.
Maintains current knowledge of institutional and federal, state and agency guidelines for sponsored research projects and administration.
Manages department non-sponsored contract needs, working with appropriate university personnel for new and renewing contracts.
Oversees department resources to support the tripartite mission (teaching, research and clinical) of assigned department(s); represents the department on behalf of the College to clinical, governmental or industrial partners/sponsors to build collaborations and efficient operations.
Assists in the development of short-term and long-term strategic plans; collaborates to create unit goals consistent with the college strategic vision, translating them into specific objectives for the department and communicating them to unit staff
Communicates and collaborates regularly with college administrators and managers to ensure department policies and practices are consistently applied and operational efficiencies are maintained
Works with department faculty coordinator to support department academic appointments and promotions processes with the Faculty Affairs Office.
Oversees human resources functions, such as hiring, onboarding/offboarding, termination, classification, payroll processing, performance evaluations and training/professional development opportunities for department personnel
Manages department assigned space and requests for additional space from college
Ensures maintenance of department property records and space inventory records.
Knowledge, Skills, & Abilities
Knowledge of business planning and management practices and techniques.
Knowledge of accounting and budgetary theory, principles and practices.
Skill in applying accounting and financial management principles.
Skill in use of automated/computer systems.
Ability to present to college, business, scientific and community leaders effectively.
Ability to communicate effectively and professionally verbally and in writing.
BA or BS in accounting, finance, business administration or related field.
5 years of related budgeting and financial management experience.
Demonstrated knowledge of performing complex and confidential business administration
Experience in administration of extramural research grants from multiple funding agencies including, but not limited to, NIH, NSF, DoD, local and federal agencies and private foundations.
Master of Business Administration, Health Administration, Public Health or similar Master degree.
7 years of financial management and budgeting experience in a university setting; similar experience in government, technology or business industries would also be considered.
Experience and knowledge of administrative requirements (financial and compliance) for clinical trials or related studies.
Track record of leading research and academic departments through change/growth and building confidence and trust with chairs, faculty, staff and administration.
Special Instructions to Applicant
Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
References: Please list 3 professional references including address, title, phone and email address.
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.