Location: Albany, NY Category: Promotional Job Type: Full-time Posted On: Mon Nov 2 2026 Job Description:
The Department of Mechanical & Mechatronic Engineering (MME), within the College of Nanotechnology, Science, and Engineering (CNSE), offers undergraduate and graduate degree programs supporting the University's mission in teaching, research, and service. The department administers complex academic programs, externally funded research activities, faculty affairs, graduate education, and student services while collaborating with numerous University administrative offices. The Administrative Manager plays a critical role in ensuring the effective operation of the department by overseeing fiscal, personnel, academic, and administrative functions.
The Administrative Manager provides comprehensive operational leadership and administrative management for the MME Department. Reporting to the Department Chair, the incumbent independently manages the department's fiscal operations, personnel administration, academic support functions, and day-to-day business operations. The position serves as the department's primary liaison with central administrative offices and provides leadership in developing efficient administrative processes that support faculty, staff, students, and departmental initiatives.
The position exercises independent judgment in interpreting University policies, resolving administrative issues, coordinating multiple priorities, and ensuring compliance with University, SUNY, and Research Foundation policies and procedures.
Primary Responsibilities:
Fiscal and Business Administration
Manage and coordinate all departmental fiscal operations, including oversight and monitoring of all departmental funding sources and accounts including state, IFR, ICR, faculty start-up and retention accounts, and other assigned funding sources.
Monitor account balances, expenditures, commitments and available funding to ensure effective financial management and timely identification of potential issues.
Analyze expenditures and prepare financial reports and budget projections and summaries for the Department Chair to support strategic decision-making.
Review and coordinate financial transactions to ensure compliance with University, SUNY, Research Foundation, and sponsor policies.
Serve as the department's primary administrative point of contact for fiscal matters, coordinating with CNSE Finance, and other University offices to resolve fiscal issues, ensure appropriate use of funds, and maintain accurate financial records.
Recommend process improvements that strengthen fiscal controls, financial accountability, and administrative efficiency.
Personnel Administration
Administer faculty, staff, graduate assistant, adjunct, and student employment processes from recruitment through appointment and onboarding.
Coordinate graduate assistant appointments, tuition awards, payroll actions, and student employment activities.
Monitor faculty personnel actions, including tenure, promotion, continuing appointment, and renewal timelines, ensuring compliance with University deadlines.
Coordinate personnel transactions with Human Resources, Academic Affairs, Payroll, ISSS, and other administrative offices.
International student support (ISSS coordination)
Interpret and apply University personnel policies and procedures while advising department leadership on administrative requirements.
Academic Program Administration
Manage administrative operations supporting undergraduate and graduate academic programs.
Coordinate faculty recruitment activities, search committee support, onboarding, and orientation of new faculty and staff.
Support student academic success by maintaining a working knowledge of departmental programs and academic requirements, collaborating closely with academic advising, and helping students connect with appropriate resources and guidance.
Coordinate graduate admissions processes and departmental communications with applicants.
Support instructional operations through coordination of teaching assistant, grader, and instructional support assignments.
Coordinate departmental curriculum proposals and academic program documentation submitted to University governance processes.
Accreditation support (ABET)
Assist in planning departmental events and initiatives supporting undergraduate and graduate student success.
Department Operations and Administrative Leadership
Serve as the primary administrative liaison between the department and University administrative offices, including Finance, Human Resources, Academic Affairs, Graduate Education, ISSS, Communications, and Facilities.
Oversee student employees by assigning work, monitoring performance, providing guidance, and ensuring effective office operations.
Coordinate departmental communications, website updates, and public-facing information with CNSE Communications.
Support the Department Chair with space planning, facilities coordination, equipment inventory management, and other operational initiatives.
Evaluate departmental administrative procedures and recommend operational improvements that enhance service delivery and efficiency.
Other reasonable duties as assigned
Functional and Supervisory Relationships:
Reports to: Department Chair
Supervises the following positions: Verify the accuracy of hours submitted by student assistants and/or Federal Work-Study students.
Job Requirements:
Demonstrated knowledge of higher education administrative operations.
Knowledge of budgeting, financial reporting, and fiscal management principles.
Ability to interpret and apply University, SUNY, and Research Foundation policies.
Strong organizational and project management skills.
Excellent written and verbal communication skills.
Ability to manage multiple complex priorities independently and adjust priorities.
Ability to exercise sound judgment and maintain confidentiality.
Strong interpersonal skills and ability to collaborate with faculty, staff, students, and external stakeholders.
Proficiency with Microsoft Office (e.g., Word, Excel, Outlook).
Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.
Job Requirements:
Minimum Qualifications:
Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
2 years of progressively responsible administrative or business management experience.
Preferred Qualifications:
5 + years of progressively responsible administrative management experience.
Master's degree in Business Administration, Public Administration, Higher Education Administration, or a related field from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
Experience in higher education, governmental, or a similarly complex organization.
Experience with fiscal management, budgeting, and financial reporting.
Experience with personnel administration, including hiring, payroll, and employment transactions.
Experience supporting academic operations in higher education.
Experience interpreting and applying SUNY, Research Foundation, or other higher education policies and procedures.
Experience supervising administrative staff.
Experience working with enterprise systems such as HRTS, Oracle, Banner, PeopleSoft, or similar administrative systems.
Working Environment:
Typical office environment
Additional Information:
This is a promotional opportunity for current UAlbany employees.
Eligibility for Consideration:
You must be employed at the University at Albany campus.
You must be in a State-funded UUP professional position (MC employees are not eligible).
You must have a permanent, term, or probationary appointment. Only temporary employees employed by UAlbany for three or more consecutive years can be considered eligible.
For details concerning the University's Promotion Policy for Professional Employees, please see HR Memorandum 88-4 (https://www.albany.edu/hr/promotion.php) .
Professional Rank and Salary Grade: Senior Staff Assistant, SL3, $60,245.
Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml (https://www.albany.edu/police/statistics-and-records)
Pursuant to New York Labor Law �194-a, the University will not seek, request, or rely upon an applicant's wage or salary history in determining whether to interview, hire, or establish compensation for an applicant. Applicants are not required to provide wage or salary history information as a condition of employment consideration. Salary history may only be verified in the limited circumstances permitted by law.
If you have a disability and require a reasonable accommodation to participate in the application process, including interviews, please contact Rhonda Haines, the University's Designee for Reasonable Accommodations (DRA) in the Office of Human Resources, at rlhaines@albany.edu or (518) 437-4700; requests for accommodation will be considered in accordance with applicable law.
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Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=206312
