Assists the Department Head with the financial and administrative operations of the Department of Mathematics. Provides senior administrative leadership for department staff.
Oversees and monitors Departmental budgetary and administrative functions, including all fiscal activities, payroll operations and human resource actions, FAMIS approval of purchase and travel vouchers and purchasing requisitions. Assists department head with the preparation of department budgets and analysis of periodic budget status reports. Designs, reviews, evaluates and utilizes online accounting and budget projection programs. Coordinates, with Department Head, department faculty and technical staff, the preparation of bids for department equipment, furniture, materials and supplies, in addition to preparing purchase requisition packages required for all services and maintenance contracts performed by outside vendors.
Oversees accounts payable, accounts receivable, monitoring and monthly reconciliation of fiscal accounts, preparation of monthly and biweekly payrolls and verification and control of the department's property management. Reviews all Approval of Offers for prospective faculty members and Requests for Appointment of Research Personnel. Initiates and reviews all PAQs, NOVs, Form 500s, PARs, Fiscal Requests, Travel Requests, Leave Requests and other University documents and approves for Department Head. Generates statistical reports, as required by Department Head, to summarize enrollment, semester credit hours, and faculty and staff FTE. Serves as a resource to faculty, researchers and staff on the full range of fiscal, payroll, human resources and contract administration regulations and rules.
The Department of Mathematics holds approximately $4 million dollars in current ongoing research. The number of grants and the dollar value of these projects has increased approximately 50% over the last five years. Responsibilities have increased and expanded at both the preaward and postaward level. This includes serving as department liaison with research administration offices on campus (Office of Sponsored Projects, Research Foundation and Texas Engineering Experiment Station) and assisting individual PIs with their project administration. Assists department head with large infrastructure proposal planning, writing and editing. Prepares proposal budgets and justifications. Tracks expenditures, coordinates equipment purchases and monitors compliance issues of each project (such as the usage of matching funds and cost sharing requirements). Prepare reports and track various events and statistics.
Overall responsibility for department administrative staff and managing all aspects of the Department Head's office. Interviews, hires, trains and evaluates Head's and business office staff. Interviews and hires the Undergraduate Program Office and Graduate Program Office staff. Responsibile for coordinating assignments and establishing priorities. Oversees new employee processing and exit interviews of terminating employees. Maintains confidential employee files and records. Prepares, disseminates and updates department personnel rules.
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