Assistant to the Chair

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Job Description Summary

The assistant to the chair provides administrative expertise to assist the chair in formulating and implementing a wide range of fiscal, bureaucratic, and programmatic policies and practices. The assistant to the chair exercises independent judgment and has selectively delegated authority with regard to budget, personnel and various intra- and inter-departmental dealings.

Job Description
The Assistant to the Chair provides administrative expertise to assist the Chair in formulating and implementing a wide range of fiscal, bureaucratic, and programmatic policies and practices. The Assistant to the Chair exercises independent judgment and has selectively delegated authority with regard to budget, personnel and various intra- and inter-departmental dealings. Specifically, the Assistant to the Chair formulates budget expenditure plans in consultation with the Chair; administers purchasing and expenditures associated with multiple departmental budgets; manages income and expenditures for external grant/contract and other sources of extramural support; supervises all classified and unclassified staff, as well as student office workers; works in consultation with the Chair in decision making for long term and semester-to-semester departmental course scheduling and curriculum development; and coordinates internal and external Chair correspondence.

Essential Duties and Responsibilities include:

• Directly and functionally supervising the hiring and ongoing work of all classified and unclassified staff, as well as student workers; 
• Coordinating record keeping for all faculty and staff personnel files;
• Working collaboratively with the Chair to formulate long term and short term budget expenditure plans;
• Administering purchasing and expenditures for multiple departmental budgets;
• Managing the completion of  departmental and university forms for General Accounting, including credit card statements, requisitions, LPOs, expense transfer requests, and e-purchase orders associated with multiple departmental budgets, with independent decision making in most areas;
• Managing multiple external grant/contract budgets (currently 23 such budgets); 
• Completing research to evaluate prospective capital equipment expenditures (including computers), in terms of increased performance capabilities, maintenance costs, etc.;
• Working collaboratively with the Chair through independent decision making for long term and semester-to-semester departmental course scheduling;
• Assisting the Chair in keeping abreast of the annual cycle of administrative tasks; 
• Assisting the Chair by coordinating a wide range of extra-departmental responsibilities and communication (e.g., tenure and promotion packets, department program review, employment recommendations, etc.);
• Maintaining thorough and up-to-date familiarity with University regulations;
• Assisting the Chair in communication with faculty, other University offices, and external correspondence; and
• Leading and coordinating selected special project related to development and communication efforts to enhance the excellence and visibility of the department.

Supervisory Responsibility: Direct and functional supervision of four classified staff, one unclassified staff, and approximately six undergraduate student workers.

Minimum Qualifications:

• Required: Bachelor's degree, as well as relevant background and demonstrated skills necessary to perform the required duties. These include ability to successfully supervise employees and to constructively exercise authority and independent decision-making; ability to multitask, ability to manage competing priorities, and work independently; excellent written and oral communication skills; experience with financial budgeting; excellent ability to work with individuals from diverse backgrounds; and expertise with work in an electronic/web environment, including proficiency with the Microsoft Office Suite and Adobe Acrobat Professional.
• Consideration will be given to candidates with at least 3 years of postgraduate experience working administratively in a higher education environment; Thorough knowledge of University policies and procedures with regard to budget and personnel.

Required Application Documents
Resume, cover letter

Special Instructions (if applicable)
Inquiries can be directed to Dr. Jay Smart at smartlj@miamioh.edu. Review of Application will begin Oct 14, 2024 and continue until position is filled.

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work
For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations
Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Diversity Statement
Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all. For more information on Miami University’s diversity initiatives, please visit the Office of Transformational and Inclusive Excellence webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.