Department Manager, Department of Electrical Engineering
Posting Number: JR107567
Location: Colorado
Engineering a world of possibilities
Department Manager, Department of Electrical Engineering
THE OPPORTUNITY
Colorado School of Mines welcomes applications for a Department Manager in the Department of Electrical Engineering. This role is the principal administrative staff for the department. This in-person role provides management level operational oversight and direction in support of the mission of the Colorado School of Mines. Reporting to the Department Head (DH) of Electrical Engineering, the Department Manager works with the Department Head independently and in collaboration on planning, coordinating, implementing, and assessing strategic objectives to achieve the mission and vision of the Department of Electrical Engineering. The Department Manager is responsible for (a) department administration and leadership, (b) facilities and space management, (c) fiscal management and budget oversight, (d) personnel, human resources, and contracts, (e) student and program management, (f) reporting and strategic analysis, and (g) foundation, communications & external relations. Learn more about the department at https://electrical.mines.edu/.
PRIMARY RESPONSIBILITIES
Department Administration & Leadership (45%): Provide leadership, oversight, coordination and execution of department operations and administrative functions. Collaborate with the DH on strategic planning as well as provide operational oversight. Provide departmental management as well as executive administration to the DH. Essential functions include:
Provide Department Head executive support including managing their calendar, creating and approving expense reports and spend authorizations, organizing faculty retreats and department meetings, and commencement recognition.
Work in close partnership with the Department Head to execute departmental operations, strategic planning, and administrative tasks.
Provide executive-level administration and act as a proxy for the Department Head when necessary.
Serve as point of contact for faculty on matters of university and departmental policies, procedures, personnel processes (e.g., hiring, promotion, tenure, annual reviews).
Supervise and manage departmental administrative staff.
Facilities and Space Management (5%): Oversees all departmental facilities and space utilization.
Oversee infrastructure needs, including managing work orders for maintenance requests, coordinating ODC special projects, and upkeep of laboratories, office spaces, classrooms, and conference rooms.
Serve as Brown Building Proctor; oversee BlasterCard access, key requests, and space assignments.
Fiscal Management & Budget Oversight (15%): Fiscal management and oversight over all departmentally managed funds in coordination with the DH. Will retain and analyze budget income and expense histories to provide information, recommendations, and alternatives to the DH for high-level, multi-year budget planning. Essential functions include:
Develop, monitor, forecast, analyze, and report on departmental budgets across multiple funding sources.
Track, approve, and reallocate expenses and handle journal entries and payroll reallocations.
Make recommendations and decisions about allocation of departmental funds in consultation with the Department Head.
Prepare and submit departmental budget requests and reports for future fiscal years.
Maintain specialized and up-to-date knowledge of all relevant policies and procedures related to fiscal management. Maintain up to date knowledge of requirements of different @types of accounts and know guidelines relating to allowable/non-allowable expenditures in order to advise department.
Personnel, Human Resources & Contracts (10%): Manages all departmental personnel processes in partnership with Mines Human Resources and related offices.
Partner with HR to serve all hiring/onboarding for the department, including adjuncts, postdocs, and visiting scholars.
Coordinate department faculty searches and onboarding of new hires.
Manage all faculty contracts and payroll requests.
Liaise with Mines HR and other central units, such as International/Legal, to ensure compliance and smooth administration.
Oversee all student hiring and timesheets.
Student and Program Management (10%): Provides administrative oversight and operational support for undergraduate and graduate programs within the department.
Maintain knowledge of undergraduate and graduate program requirements, policies, and procedures.
Support the department with scheduling and course registration, including processing of registration action forms, classroom requests, and waitlists.
Oversee distribution lists, Canvas pages, and student communications.
Support departmental and college committees with curriculum, admissions, catalog change submissions.
Serve as liaison with Mines's Graduate Studies, Registrar, CASA, and student support offices.
Organize prospective student visits.
Provide support for the graduate program, including organizing Graduate Visit Days, graduate student seating assignments, and supporting the EE Graduate Chair as needed.
Reporting & Strategic Analysis (10%): Supports the preparation of required departmental reports and accreditation documentation.
Oversee ABET tasks, including organizing and documenting relevant meeting minutes, maintain records for accreditation, and preparing ABET Annual Summary Report and Self-Study.
Plan and support External Visiting Committee (EVC) logistics. Assist with report preparation.
Use departmental/university metrics systems to collect, analyze, and report data to aid decision-making.
Assist Department Head in long-range planning, resource prioritization, and departmental assessments (e.g., ABET preparation).
Foundation, Communications & External Relations (5%): Manages departmental engagement with alumni, donors, and external stakeholders in collaboration with the DH, the Mines Foundation, and campus partners.
Work with Foundation contacts to manage donations, alumni engagement, donor relations, and contributions.
Coordinate alumni surveys, student surveys, and idigMines campaign.
Coordinate with WIRE program and IEEE student chapter on industry partner events.
Represent the department in meetings with internal and external stakeholders.
Oversee the creation and distribution of department marketing materials, newsletters, and outreach materials. Oversee maintenance and upgrade of department website.
Effectively communicate departmental activities, initiatives, etc. and coordinate activities and initiatives with appropriate University, Portfolio, and Departmental counterparts.
ADDITIONAL RESPONSIBILITIES
Perform additional tasks as assigned in support of department mission and Mines objectives.
MINIMUM QUALIFICATIONS
Bachelor degree in Business Administration or related field from an accredited institution (education can be substituted with specialized experience in higher education academic departments).
2 years of progressive, administration experience related to project and program management and operational oversight.
2 years of experience with developing, monitoring and managing budgets, resource management, and financial reporting.
Evidence of teamwork experience, relationship building, and partnership development.
Demonstrated leadership, problem-solving and decision-making skills.
Strong expertise in business and management computer applications and databases.
Ability to keep abreast of general higher education trends.
Ability to effectively communicate verbally and in writing with faculty, staff and studen
