Department Administrator Political Science, College of Arts & Sciences

Department Administrator, Political Science
Boston University, College of Arts & Sciences

The Department of Political Science at Boston University is seeking an experienced and highly organized Department Administrator to oversee the department's administrative, financial, human resources, academic, and operational functions.

The Department Administrator works closely with the Department Chair, faculty, staff, graduate and undergraduate students, and College and University offices to ensure the effective operation of the department. This position has significant responsibility for budget and grant administration, staff supervision, payroll, academic scheduling, faculty personnel actions, faculty searches, graduate student administration, facilities, events, and departmental planning.

The ideal candidate will be a strong administrator who can work independently, exercise sound judgment, manage competing priorities, maintain confidentiality, and build effective working relationships across the University.

Key Responsibilities

Department Administration and Staff Supervision

Supervise departmental administrative staff and student employees, including interviewing, hiring, training, assigning work, and evaluating performance.

Provide recommendations regarding merit-based salary increases and other personnel matters.

Assess departmental staffing needs and make recommendations to the Department Chair regarding staffing levels, workload distribution, and organizational structure. Coordinate departmental workload and allocate staff resources based on changing priorities and needs.

Monitor and evaluate the effectiveness of administrative procedures and recommend improvements.

Maintain departmental vacation and sick leave records. Partner with the CAS Dean's Office and University Human Resources on personnel matters.

Conduct staff training and workshops related to technology, administrative procedures, and management practices.

Budget and Financial Administration

Manage the department's operating budget and faculty research grants, including monitoring expenditures, maintaining appropriate financial controls, and ensuring expenses are charged to the correct accounts. Serve as an authorized approver for departmental and research-related expenditures. Reconcile financial activity and oversee month-end and year-end budget close processes.

Assist the Department Chair with annual budget development, financial planning, and forecasting.

Serve as a resource to faculty and Principal Investigators regarding grant budgets and expenditures.

Partner with CAS Finance and other University offices to implement financial decisions and resolve budgetary issues.

Process staff and student payroll and ensure timely and accurate payment.

Oversee the hiring and payment of casual and temporary employees.

Academic and Registrar Administration

Coordinate and manage all aspects of course scheduling, including class scheduling, classroom assignments, catalog information, and student evaluations.

Coordinate course scheduling and appointment paperwork for MET College courses offered during the fall and spring semesters. Manage the Summer Term schedule, including budget, course and room scheduling, and student evaluations.

Coordinate joint course scheduling with other academic departments, including International Relations, History, Sociology, and Economics.

Manage final examination scheduling and related Registrar functions.

Work with the Registrar and other University offices to resolve complex undergraduate and graduate student issues.

Assist the Graduate Coordinator with graduate student applications, admissions, financial aid, and teaching fellowships.

Support enrollment planning and analysis and provide information to assist with faculty and course planning.

Faculty Affairs and Recruitment

Coordinate the development and administration of tenure and promotion cases in consultation with the Department Chair.

Manage sabbatical and leave of absence cases and faculty appointment paperwork in coordination with the Department Chair and appropriate University offices.

Coordinate faculty searches, including advertising positions, initiating correspondence, maintaining confidential candidate files, scheduling interviews, and coordinating candidate visits and appointments.

Support the Department Chair and faculty with special projects involving faculty needs, enrollment projections, and departmental planning.

Maintain confidentiality and exercise discretion when handling sensitive faculty personnel and candidate information.

Facilities and Department Operations

Oversee the physical upkeep and day-to-day operational needs of the department in coordination with the CAS Facilities Director and other University partners.

Ensure departmental office equipment is maintained and functioning properly.

Assess equipment and furniture needs and make recommendations regarding purchases, replacement, and upgrades.

Coordinate office space assignments and address space needs for new and existing faculty and staff.

Manage departmental records, files, reports, and other administrative documentation. Assist the Department Chair with special projects, including merit reviews, annual reports, annual course planning, and budget planning.

Attend department meetings and assist with implementing departmental policy and operational decisions.

Events and Special Programs

Coordinate and implement all aspects of the Political Science commencement ceremony in collaboration with the Undergraduate Counselor and Graduate Coordinator.

Coordinate departmental meetings, social events, open houses, memorial services, conferences, colloquia, and other special events. Support the development and production of departmental communications, including newsletters.

Coordinate special projects involving enrollment projections, faculty needs, conferences, colloquia, and other departmental initiatives. 

Qualifications

Bachelor's degree and relevant experience in higher education administration, business administration, finance, human resources, or a related field, or an equivalent combination of education and experience.

Demonstrated experience managing budgets, financial transactions, and/or sponsored research accounts. Experience supervising staff and coordinating the work of administrative teams.

Experience with payroll, hiring, employee administration, and HR processes. Experience supporting academic administration, faculty affairs, or university operations preferred.

Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines. Excellent judgment, problem-solving skills, and attention to detail.

Strong written and verbal communication skills. Ability to work independently while collaborating effectively with faculty, staff, students, and central University offices.

Ability to handle confidential personnel, financial, student, and faculty information with discretion.

Proficiency with Microsoft Office and the ability to learn and effectively use University administrative, financial, HR, and scheduling systems.

Experience working in a higher education or academic environment is preferred.

About the Position

The Department Administrator is a central resource for the Political Science Department and serves as a key partner to the Department Chair and faculty. The position brings together financial management, personnel administration, academic operations, faculty affairs, facilities, and event planning. The successful candidate will be comfortable taking ownership of a broad portfolio of responsibilities, anticipating departmental needs, resolving problems independently, and working collaboratively with faculty, staff, students, and University partners.

Bachelor's Degree required and 3+ Years of related work experience.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.