Academic Department Administrator, Art History - Emory College of Arts and Sciences

KEY RESPONSIBILITIES:

• Manages the operations, personnel and fiscal activities for an academic department or business unit.
• Identifies and leads efforts to address specific operational issues.
• Develops recommendations and action plans towards their resolution.
• Determines and recommends options for addressing budget issues.
• Assists in preparing contract budgets, grant applications, proposals, status reports and/or financial statements.
• Plans and prepares projections for management of unit operations and associated costs.
• Researches and investigates employee issues/concerns.
• Collaborates with Human Resources to recommend an appropriate course of action.
• Responds to inquiries and/or complaints from faculty, staff, students, parents, outside agencies and/or the public which require interpretation of policies and procedures.
• Projects and develops plans for addressing staffing requirements.
• Hires, supervises and evaluates regular staff and student employees.
• Prioritizes work assignments and special projects.
• May conduct research and develop proposals for new programs and services.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in business administration or a field related to the department's area of specialty and two years of office administration experience, or equivalent combination of experience, education and training.
• Supervisory experience required.
• Experience with various personal computer software applications.

ADDITIONAL JOB DETAILS:

Financial Administration & Budget Management

• Manage department financial operations, including unrestricted, restricted, sponsored, non-sponsored, grant, and endowment accounts.
• Develop annual budget forecasts and monitor departmental budgets throughout the fiscal year.
• Process and reconcile financial transactions, including travel reimbursements, payment requests, honoraria, wire transfers, deposits, and journal entries.
• Maintain and monitor faculty research accounts and establish accounts for newly hired faculty.
• Prepare financial reports and provide regular account updates to faculty and department leadership.
• Identify, investigate, and resolve financial discrepancies in collaboration with university finance offices.
• Manage funding programs, fellowships, subventions, and graduate student professional development awards.
• Submit requisitions and payment requests for departmental invoices and expenses.
• Maintain financial records, spreadsheets, and supporting documentation.
• Participate in required financial systems training and ensure compliance with university policies and procedures.

Department Operations & Administrative Management

• Manage the day-to-day administrative operations of the department and affiliated facilities.
• Serve as the primary resource for departmental administrative policies, procedures, and operational matters.
• Meet regularly with department leadership and prepare agendas, reports, and supporting documentation.
• Assist with annual departmental planning, budgeting, faculty leave planning, and reporting requirements.
• Maintain departmental personnel records and confidential files.
• Coordinate onboarding and orientation for new faculty and staff.
• Supervise administrative support staff, including performance evaluations and leave approvals.
• Coordinate departmental meetings and facilitate communication among faculty and staff.
• Oversee building operations and coordinate maintenance and facilities-related issues with campus partners.
• Maintain records related to donor funds, special projects, and departmental initiatives

Human Resources Administration

• Serve as the department's primary HR liaison and advisor on personnel matters.
• Provide guidance to department leadership regarding human resources policies and procedures.
• Attend university and college HR meetings and trainings to ensure compliance and awareness of policy updates.
• Coordinate recruitment, hiring, onboarding, and employment processing for faculty, staff, students, and temporary employees.
• Support employee relations matters by researching concerns and collaborating with Human Resources to recommend solutions.
• Complete employment verification and I-9 processing for new hires.
• Maintain payroll and timesheet records for student employees and other temporary staff.
• Supervise student workers and administrative staff as assigned.

International Faculty, Scholars & Fellows Support

• Coordinate onboarding and support services for visiting scholars, fellows, professors, and international employees.
• Partner with International Student and Scholar Services (ISSS) and Human Resources on immigration and employment matters.
• Prepare and process employment-related immigration documentation, including H-1B and other visa-related requests.
• Facilitate the arrival, onboarding, and integration of international visitors and scholars.

Faculty Recruitment, Search & Promotion Support

• Coordinate faculty search processes, including posting positions, managing applicant communications, scheduling interviews, and supporting search committees.
• Maintain faculty recruiting materials and position postings through university-approved systems.
• Assist with onboarding activities for newly hired faculty members.
• Support promotion and tenure review processes and ensure compliance with university procedures and deadlines.
• Coordinate communications with candidates, committee members, and university partners throughout the recruitment process.

PREFERRED QUALIFICATIONS:

• Bachelor's degree or higher required.
• Experience with Microsoft 360
• 2 years or more of Supervisory Experience

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.