Administrative Manager, Chemistry and Biochemistry

Job Description

A humble college founded before Texas was a state, Baylor now stands as one of the premier institutions of higher education in the world. Baylor has continued to invest in research and doctoral education, both solidifying and elevating its unique status as a preeminent Christian research university. Baylor is among 187 R1 institutions, just 52 of which are private universities.


Since 2011, Baylor has been named as one of the nation's "Great Colleges to Work For". Great Colleges to Work For® is one of the country's largest and most respected workplace recognition programs. Each year, Great Colleges recognizes the colleges and universities that get top employee ratings regarding workplace practices and policies across 10 areas. This recognition is based on faculty and staff responses to a related annual survey. The survey, conducted by ModernThink, is a way for colleges and universities to gain a deeper understanding of how their employees experience and view various aspects of the institution. This continued recognition further affirms Baylor as a rewarding place to build a career.

What We Are Looking For

The Department of Chemistry & Biochemistry, College of Arts & Sciences, is seeking an Administrative Manager who will manage day-to-day operations of the Department of Chemistry & Biochemistry. The successful candidate will have strong organizational and time-management skills, be detail-oriented and have expertise in providing excellent customer service. The candidate must be a self-starter and work well in a team environment.

A Bachelor's degree in business and 5 years executive level support is required. A Master's degree in business and 7 years of experience preferred. A combination of education and experience will be considered in lieu of one another.

Additional Preferred Attributes include:

• Maintains discretion and the highest professional standards while working with confidential information
• Strong written and verbal communication skills
• Oracle Enterprise Resource Planning system and research administration experience

All applicants must be currently authorized to work in the United States on a full-time basis.

What You Will Do

• Administration and Operations
  • Work with the Chair to manage department communications and planning
  • Assist in planning and scheduling business meetings, faculty meetings, and other events
  • Lead and schedule weekly department staff meetings
  • Lead staff in working with financial managers and financial administrators
  • Processing travel card requests. Maintain / purchase shared-use office equipment and office supplies
  • Coordinate with lab coordinators to collect requirements & process annual capital asset and contracted services requests; coordinate with lab coordinators to schedule on-site service and calibration of teaching lab equipment
  • Manage the allocation of travel funding and travel authorizations (internal and external)
  • Manage information including mail distribution, electronic mail wide-area announcements, newsletters, electronic mail distribution lists, physical bulletin boards and electronic displays, department webpage, social media sites and digital Box folders
  • Draft annual report
  • Submit facility service work orders and process key / card-swipe building access requests
  • Conduct Ignite Enterprise Resource Planning training as needed for faculty, staff and students
• Human Resource Support
  • Serve as a member of the Department of Chemistry & Biochemistry Senior Leadership Team
  • Manage the work of the departmental staff that currently includes an Administrative Associate, Graduate Program Coordinator, and Undergraduate Academic Support Associate
  • Lead staff representative with Human Resources, Dean's Office in the College of Arts & Sciences, and the Provost's Office
  • Maintain department roster and Ignite organizational updates
  • Coordinate annual faculty evaluations as well as tenure and promotion reviews
  • Coordinate and process annual staff evaluations for direct reports
  • Manage faculty recruiting including drafting job descriptions in Interfolio, marketing open positions, and scheduling campus visits/interviews
  • Process temporary lecturer hires, faculty teaching overloads and supplemental pay
  • Oversee staff recruiting including drafting job descriptions, scheduling campus visits/interviews and partnering with the HR Department as needed.
  • Process agreements for visiting scientists and scholars
  • Coordinate faculty and staff separations and retirement with HR Department
  • Manage hiring and separation of undergraduate work-study students (Ambassadors, teaching and research assistants, supplemental instructors, graders, interns, and office assistants)
• Academic Services
  • Support the work of the Graduate Program Director and Undergraduate Program Director through the work of the Graduate Program Coordinator and Undergraduate Academic Support Associate
  • Work with the faculty and staff to execute the annual Colloquium graduate seminar series, Advanced Instrumentation Workshop, Graduate Recruiting Weekend, W. Dial Black Family Lecture, Careers in Science, Gooch-Stephens Lectures, and the Stone Symposium including marketing, speaker travel, reimbursements and honorarium, and planning receptions and dinners
  • Work with faculty on processing scholarships and fellowships
  • Purchase promotional materials
  • Assist faculty with Welcome Week activities for graduate and undergraduate students
• Development
  • Assist Chair with donor development by scheduling and other administrative tasks
• Research Administration
  • Assist with research lab openings, moves and closeouts
• Space Management
  • Assist the Chair in overseeing space management including teaching labs, research labs and offices
  • Request quotes for furniture orders
  • Manage faculty and staff office moves and moveouts
  • Partner with FA and FM to oversee fixed asset inventory; process equipment transfer, disposal and damage claims
• Perform all other duties as assigned to support Baylor's mission
• Ability to comply with university policies
• Maintain regular and punctual attendance

What You Can Expect

As part of the Baylor family, eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions. Baylor has a comprehensive benefits plan that supports you and your family's wellbeing and allows you to be a part of the life of a vibrant and active college campus. To learn more, go to Baylor Benefits & Advantages.

Explore & Engage

Learn more about Baylor and our strategic vision, Baylor in Deeds. Also, explore our great hometown of Waco and the many opportunities to engage locally. If you are new to Central Texas, This is Waco!

About Us

Baylor University, a private not-for-profit university affiliated with the Baptist General Convention of Texas, is committed to compliance with all applicable anti-discrimination laws, including those regarding age, race, color, sex, national origin, military service, genetic information, and disability. Baylor complies with statutory Affirmative Action/Equal Opportunity requirements. Baylor's full official Notice of Non-Discrimination may be read online.