- Bachelor’s degree
- Nice to have: Grants, contracts, or research administration
- Nice to have: Higher education or university setting
Education and Experience
• Education: Bachelor’s degree required.
• Experience: Minimum of 10 years of progressive, relevant experience, including the discipline-specific experience below. Years may be earned concurrently.
Progressive administrative or business operations experience: 10 years - Required
Supervision and leadership of staff: 3 years - Required
Budgeting and fiscal management: 10 years - Required
Human resources administration: 2 years - Required
Data analysis, reporting, and forecasting: 5 years - Required
Compliance, policy, and audit: 4 years - Required
Grants, contracts, or research administration : 2 years - Preferred
Higher education or university setting: 2 years - Preferred
Knowledge, Skills, and Leadership Experience
• Strong background in process improvements and efficiencies, preferably in a shared services model.
• Established record of effective, collaborative leadership and supervision, with a high level of cultural competence.
• Strong communication skills and a commitment to an inclusive work environment.
• Ability to turn strategic priorities into clear operational plans.
• Ability to recruit, develop, and retain strong team members and to motivate others to keep improving.
• High level of problem-solving skills, with the ability to analyze data, anticipate trends, and set policy.
• Commitment to continuous improvement, a strong interdisciplinary work ethic, and a passion for learning.
• Agile leader who exercises independent judgment in significant matters and is committed to growth.
• Proficient in Microsoft computer programs and systems
Supervision, Autonomy, and Scope
• Supervision Received: Requires minimal supervision; work is expected to be done autonomously.
• Management Responsibilities: Directly supervises the Department Administrators in the School.
Serves as trusted advisor to senior leadership and works to advance the vision and charge. Supervises the day-to-day operations of assigned area and leads team. Makes strategic operational priorities actionable and oversees the direction of multiple administrative functions. Establishes goals, evaluates success, implements policies and procedures, and ensures compliance with regulations. Monitors funds, prepares reports, and performs associated financial duties.
Job Responsibilities
Strategic Business and Operations
• Develops and implements initiatives that support the School’s strategic plan.
• Makes strategic operational priorities actionable by turning School-level goals into operational plans, timelines, and measurable outcomes.
• Establishes performance goals and evaluates the success of the assigned areas of responsibility.
• Acts as a liaison between the Director’s office and Associate Deans, Chairs, department administrators, and senior staff.
• Assesses operational effectiveness and recommends organizational and process improvements to the Director.
• Participates in formulating and implementing policies, procedures, and special projects.
Fiscal Operations
• Supports the Director in managing the School’s fiscal operations.
• Monitors, verifies, and reconciles spending across the School’s University, endowment, gift, and research funds.
• Determines fiscal requirements and prepares budgetary recommendations and proposals.
• Reviews budgetary reports and projections, and flags variances and adverse trends to the Director.
• Approves expenditures within delegated authority and ensures budgetary practices comply with School and University policies and procedures.
• Works with Institutional Advancement on the administration and implementation of endowment and gift funds.
• Uses data analytics and forecasting to prepare reports and analyses that show progress, identify trends, and recommend actions, conclusions, or corrective measures to School leadership.
Daily Business Operations and Administrative Oversight
• Leads multiple administrative functions, including finance, human resources, travel, purchasing, compliance, etc.
• Provides leadership to develop employees and teams and to realize synergies across responsibility centers and functions.
• Ensures appropriate coverage is maintained at all times.
• Distributes, prioritizes, and reviews the work of direct reports.
Human Resources and Payroll
• Manages administrative HR duties for the School in support of the Director’s talent management strategy
• Coordinates recruitment, professional development, and retention activities.
• Serves as an operational contact with the University’s Office of Human Resources
• Advises department administrators and chairs on routine HR matters, policies, and procedures, and escalates complex issues to the Director.
• Tracks staff performance metrics and prepares analyses for School leadership.
• Identifies staff development needs and arranges professional development opportunities.
Grants and Research
• Supports the Director and the Associate Dean for Research in the operational management of grants and contracts.
• Monitors research fund activity and its alignment with the School’s financial plans and priorities.
Compliance and Audit
• Ensures that all School programs, activities, and services comply with University, state, and federal regulations.
• Prepares and maintains documentation for internal and external financial auditors and helps resolve audit findings.
Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.
The University of Pittsburgh is an equal opportunity employer / disability / veteran.
SSOE Assistant Director of AdministrationNewUniversity of Pittsburgh · Pittsburgh, US