Department Administrator - Basic and Translational Science

Position Details

Position Information

Title Department Administrator - Basic and Translational Science
Department Medicine Administration (0701)
Location University of Arizona Health Sciences
Position Summary

The Department of Cellular and Molecular Medicine is accepting applications for a Department Administrator. This position is responsible for the management of all fiscal operations, human resources, grants/contracts, regulatory compliance, IT services, and facilities/space resources for a College of Medicine (COM) Academic Department and acts as the focal point for all business and administrative matters affecting the Department. The Department Administrator develops and maintains the infrastructure supporting the Department’s academic, research, and service missions. This position also develops and implements strategic and tactical business plans and the policies, procedures, and systems to support them. It is expected that the Department Administrator creates processes to manage daily operations; creates and analyzes reports to provide useful decision support.

The College of Medicine supports the UA’s diversity and inclusiveness strategic initiatives designed to create an inclusive environment for all faculty, staff, and students. The candidate is expected to support diversity and inclusiveness efforts in the department and college.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above & Beyond Relocation Services (ABRS).Ask your department contact to be introduced to ABRS prior to your visit.

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities
  • Manages all financial resources of the Department and is directly responsible for fiscal results. Prepares and maintains the Department’s all funds budgets. Budgets, tracks and reports revenue and expenses associated with academic, research, development, and service center/core facility endeavors. Identifies budget variances and initiates corrective action. Gathers information and input for the preparation and management of operating and capital budgets. Coordinates, manages, and approves procurement. Develops, communicates and implements financially sound budgets for research projects.
  • Manages all human resources activity for the Department. Oversees the recruiting, hiring, termination, classification, training, salary administration, time coordination, effort reporting, payroll, evaluation, process Visa for foreign scholars, and employee relations activity for all personnel. Ensures policies and procedures of the UA, UA Foundation, AHSC, and the COM are observed.
  • Manages the administration of faculty affairs. Coordinates faculty recruiting, hiring, promotion, tenure, annual evaluations, post-tenure review, and salary funding.
  • Monitors Department trends with regard to research and education. Based on those trends, develops and makes recommendations to the Department Chair.
  • Together with the Director of the Willed Body Program manages the Willed Body Program.
  • Manages educational programs within the Department. Enforces FERPA compliance. Programs may include undergraduate programs, undergraduate medical student teaching, and/or graduate programs. Manages curriculum, student recruitment and enrollment, grades, room scheduling, and commencement for undergraduate and graduate programs.
  • Directly monitors and maintains compliance for pre and post award of grants, contracts, and outgoing subcontracts. Researches, analyzes and prepares contracts for negotiation (as applicable) and participates in contract negotiations where appropriate.
  • Monitors regulatory compliance with VPR office (human subjects, animal subjects, risk management, conflict of interest, cost sharing, laboratory chemical safety, HIPAA, intellectual property, etc.)
  • Provides consultative service to the Department Chair on issues of administration, financial reporting and organizational management.
  • Establishes and maintains cooperative relationships within the department, the COM, the university including sponsored projects, the Office for Research and Contract Analysis and external entities. Represents the department, college or university at meetings and conferences.
  • Manages business office operations, supervises and trains staff.
  • Accountable to UA College of Medicine leadership, including the College of Medicine Chief of Staff and Dean for Finance/Business Affairs.
  • Manages space planning, building operations, core facilities, departmental information technology, and capital asset management. Develops and implements plans for remodeling, constructions and operation of laboratory and office space.
  • Responsible for compiling and submitting data for special reports: Academic Program Reviews (APR), Continuity of Operations Plan (COOP), Campus Emergency Response Team (CERT), All funds budget (AFB), as well as association surveys and response requests.
  • Works closely with COM leadership to assist with the development and implementation of operating policies and procedures as they relate to operational and financial implications for the Department.
  • There may be additional duties assigned as it relates to this position.
Knowledge, Skills, & Abilities
  • Demonstrated skills in leadership, management and positive communication.
  • Excellent interpersonal skills.
  • Significant experience in budgeting, planning, grants and contracts, utilization of performance reporting, purchasing and business systems.
  • Significant experience leading and managing staff.
  • Demonstrated ability to simultaneously manage multiple projects.
  • Strong knowledge of financial management principles, research guidelines and systems.
  • Flexibility with work schedule.
  • High level of professionalism.
Minimum Qualifications
  • Bachelor’s degree in finance, accounting, business administration, healthcare administration or closely related field; AND,
  • Extensive knowledge of and experience in financial, grants and contracts, and administrative management; AND,
  • Knowledge of research and educational operations; AND,
  • Minimum of six (6) years experience in positions of significant responsibility in the administration of an educational, research or service institution; OR,
  • Any equivalent combination of education and experience.
Preferred Qualifications
  • Master’s degree in business administration, healthcare administration or related field preferred.
FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40+
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
Posted Rate of Pay $80,000 - $110,000 Annually, DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number A22337
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Carol C. Gregorio, PhD
Department Head
Cellular and Molecular Medicine

Open Date 01/17/2018
Close Date
Open Until Filled Yes
Review Begins On 01/29/2018
Special Instructions to Applicant
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff, and faculty engagement in addressing issues of diversity and inclusiveness.

Quick Link for Internal Postings

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Upon hire, will you possess a Bachelor’s degree in Finance, Accounting, Business Administration, Healthcare Administration or aclosely related field; AND, possess at least six (6) years’ of experience in positions of significant responsibility in the administration of an educational, research or service institution; OR any equivalent combination of education and experience?
    • Yes
    • No
  3. * Do you possess extensive knowledge of and experience in financial, grants and contracts, and administrative management; AND possess knowledge of research and educational operations?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents