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Job ID: 138473

Department Manager
University at Buffalo, The State University of New York

Date Posted Feb. 13, 2020
Title Department Manager
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department Pharmacy
Application Deadline Open until filled
Position Start Date Available immediately
  • Director/Manager
  • Administration - Academic Unit

Position Summary
The University at Buffalo (UB) Department of Pharmacy Practice is seeking a staff person to serve in the position of Department Manager. The Department Manager should be a self-directed professional who will perform tasks and responsibilities aimed at maximizing the effectiveness of the Department Chair and operations of the department. The ideal candidate is one who: is energetic, enthusiastic and positive in his/her approach to work; has outstanding verbal/written communication skills and works effectively with others; is organized and detail-oriented; demonstrates problem-solving skills and an ability to reach conclusions independently; and, is able to set goals, prioritize, multi-task, and use time effectively.

The Department Manager will be a key member of the team. Responsibilities will include:

  • Provide professional support to the Department Chair: Coordinate/execute day-to-day operations of the department, maintain the Chair’s calendar, complete his/her travel arrangements and reimbursement submissions, and compose new / answer routine correspondence. Serve as a direct supervisor to other staff within the department, as directed by the Chair.
  • Advise the Chair and provide strategic thinking regarding departmental administration/operations.
  • Provide support in financial management: Budgeting, purchasing, and management/reconciliation of the department’s credit card.
  • Coordinate monthly department meetings and monthly department Executive Committee meetings, including setting the agenda and tracking minutes.
  • Assist the Chair, Office of Experiential Education, and Director of Global Outreach with creation/management of Memorandums of Understanding and affiliation agreements.
  • Manage departmental faculty/staff recruitment: create itineraries, lead on-site visits, coordinate travel, lodging, meals, etc., and facilitate and participate in onboarding upon hire.
  • Coordinate programs for faculty and visitors to the department, including, as necessary, their travel, meetings, activities, meals, entertainment, and hotel reservations.
  • Coordinate practice site visits on behalf of the Chair and as indicated, the Director of Experiential Education.
  • Coordinate the department’s faculty development and mentoring programs.
  • Maintain a system for tracking faculty workload and productivity, including teaching load, service responsibilities, and records of publications and grant funding.
  • Coordinate annual performance reviews for faculty and staff. Coordinate promotion and tenure reviews, including dossier assembly, coordination of committee meetings, and correspondence with internal/external reviewers.
  • Provide post-award support to faculty, as directed by the Chair.
  • Provide on-site support to the Office of Continuing Education for educational programs, as directed by the Chair.
  • Lead event planning for the department, including the department awards ceremony, alumni events at professional meetings, social gatherings to celebrate accomplishments, and department retreats as indicated. Provide administrative support to department-driven community engagement events, including health/wellness clinics, the annual poison prevention event, etc.
  • Provide travel support to pharmacy practice faculty, including Concur training/support and completing preliminary travel reviews for the Chair’s approval.
  • Maintain the department’s physical and electronic files and manage departmental supplies.
  • Perform additional office support functions and other duties as assigned, including clerical and general office duties in support of the department (e.g. department phone, mail, etc.).

Description of institution/organization:
The School of Pharmacy and Pharmaceutical Sciences at UB (SPPS) is ranked among the top pharmacy schools in the United States. It was founded in 1886, is the second-oldest component of UB, and is the only fully accredited pharmacy school in the State University of New York (SUNY) system. The mission of the Department of Pharmacy Practice at UB is to serve the global community through leadership in research, clinical care and teaching of the practice of pharmacy. The SPPS encourages work-life balance and is committed to fostering and maintaining a diverse work culture that respects the rights and dignity of each individual.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications
Bachelor’s degree or equivalent experience and at least 2 years of experience in administration or higher education; a combination of education and experience will be considered in lieu of the education requirement.

Computer literacy and practical experience with Office applications such as Microsoft Word, Excel, PowerPoint, Outlook, and Access.

Preferred Qualifications
Master’s degree; Prior experience supporting an academic department, managing/supervising staff, budgeting, coordinating interviews, coordinating faculty promotion/tenure dossiers, coordinating grants/contracts, and event planning.

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