Department Manager

Stanford University in California

Date Posted February 27, 2014
Type Administrative
Salary Not specified
Employment Type Full-time

Stanford University

Department Manager - 61900

The Chemical Engineering Department in the School of Engineering seeks a department manager with proven experience and strong leadership skills to serve as the department’s chief administration officer.

The department manager has responsibility for all administrative functions within Chemical Engineering, including finance & budget, staffing, facilities, health and safety, faculty affairs, and student services.

The department manager works with a great deal of autonomy and is expected to independently and proactively find solutions to administrative issues, and collaborates extensively with colleagues in the School of Engineering and across the university, representing Chemical Engineering’s administrative concerns.  The department manager has the unique opportunity to work both as a leader of strategic initiatives and as an individual contributor.  As such, the successful candidate will be someone who can balance both managing others and hands-on work.

The department manager reports directly to the Chemical Engineering chair and on a dotted-line basis to the senior associate dean for administration in the school dean’s office.

Chemical engineering is essential in a wide range of fields whenever processes involve the chemical or physical transformation of matter.  Our faculty and students are involved in traditional chemical and energy applications but are also involved in biotechnology, pharmaceuticals, electronic device fabrication and materials, as well as in environmental engineering. To further our pursuit of excellence, we seek to foster an intellectually vibrant, collegial atmosphere with a keen appreciation for the values of diversity among our students, staff and faculty, and breadth in our research endeavors.  The department is undergoing a period of dynamic and exciting expansion that will further contribute to excellence in teaching and research.

In June 2014, the department will move into a new, state of the art, 227,000 square foot building along with the Bioengineering Department.  Moving into the building and developing new operational standards along with Bioengineering will be foremost among the things the new department manager will address.


General Administration
• Ensures department’s administrative processes and practices are efficient and operate in compliance with department, school, university, and research sponsor policies and guidelines.
• Designs, implements, and administers new and/or enhanced administrative policies & procedures.
• Provides guidance and advice concerning administrative matters to the Chemical Engineering chair, management team, faculty, and staff.
• Ensures effective communications within the department.
• Oversee the industrial and alumni relations programs.
Finance & Budget
• Accounts for $11.2M in consolidated expenditures; designs, implements, and tests financial controls and stewards Chemical Engineering’s funds.
• Manages the annual budget processing, including the allocation of funds within the department.
• Performs long-and short-range financial planning for the department.
• Recommends and develops strategies for cost control and reduction.
• Liaises with Engineering Research Administration (ERA).

• Supervises approximately six department staff.
• Performs personnel strategic planning and analysis; assesses department needs for administrative support.
• Trains, coaches, and develops department administrative staff.  Monitors staff performance and takes corrective action as needed.
• Resolves/addresses workplace problems and concerns in consultation with SoE Human Resources.
• Manages staff salary program; coordinates and/or conducts staff performance evaluations; ensures equitable staff bonus and salary administration.

Facilities and Health & Safety
• Represents the Chemical Engineering Department in building meetings (Chemical Engineering occupies space in a shared, 227,000 sq ft facility that includes approximately 40 labs); partners with other building occupants to resolve building/facility issues.
• Reviews and analyzes requests for space; implements, and monitors space changes to existing facilities; coordinates staff and faculty moves to new or interim locations.
• Ensures that protocols are followed, specifically in labs, to help ensure the health and safety of Chemical Engineering faculty, students, and visitors; reports hazardous conditions to the school’s health/safety team; reports and follows-up on accidents; partners with the school’s health/safety team to take action to prevent recurrences.
• Ensures that Chemical Engineering establishes and maintains required health and safety records, chemical inventories, and hazardous material databases.

Faculty Affairs
• Assists faculty affairs personnel and chair with faculty appointments, promotions, sabbaticals and leaves, especially as such actions impact budget.  There are 14 faculty in Chemical Engineering.
• Provides necessary plans and guidance as well as analyses, financial projections, and other information to support recruitment and retention of faculty.
• Manages faculty salary offset program within department.
• Manages faculty salary program; develops and prepares all supporting data for salary model.
• Organizes and manages faculty compliance issues and deliverables.

Student Affairs
• Supports department in programmatic planning, budget, and staffing (e.g. resource availability, # of students to support, diversity, etc.).
• Helps interpret regulatory changes that may impact department educational programs.
The successful candidate will have the following:
• Bachelor’s degree and at least five years of relevant experience in administrative and financial management, or combination of education and relevant experience.
• Demonstrated skills, experience and knowledge necessary to provide leadership in designing, implementing and maintaining effective and efficient administrative operations and practices.
• Strong financial expertise in accounting, budget planning and financial forecasting.
• Comfort with advocating and instituting change.
• Demonstrated strengths in problem identification and problem-solving with experience making decisions and taking accountability for outcomes.
• Excellent interpersonal skills and experience working with a diverse population of faculty, students, and staff.
• Strong technical skills with extensive experience working in an environment with varied and complex administrative computing systems such as Oracle Financials, as well as substantial expertise in Excel, and Word.
• Ability to multi-task and manage deadlines.
• Ability to delegate and manage others while completing individual contributions.
Stanford University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws
Job: Administration
Location: School of Engineering
Schedule: Full-time
Job Grade: 1M2

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