5,011 Department Administrator jobs in the United States

Job Description

We're searching for a Department Administrator for the Anesthesiology department - someone who works well in a fast-paced setting. In this position, you will lead departments of multiple divisions/subspecialties and in shared governance work with Service Chiefs and an In-Chief. This role plans, organizes, staffs, and directs activities in Physician Service Organization's clinical sections in collaboration with designated physician leader(s), Executive and Service Line Chief. Activities include planning and performance management, strategic initiatives, quality and safety adherence, performance improvement, coaching, staffing, budgeting, policies and procedures, and collaboration with Baylor College of Medicine on the section's research and academic pursuits, and partnership with other service line leadership as hospital-based needs grow and evolve. This role does not lead the delivery of the care or the care areas.

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Job Duties & Responsibilities

• Develop successful administrative strategies in collaboration with Executive designated In-Chief, Vice-Chiefs, Section Chiefs, Program Directors, and Committee Chairs to develop and facilitate plans for growth and operational efficiency
• Plan aim to enhance faculty motivation and growth as it relates to clinical program differentiation and management, academic and research components for new technology, innovation, and education of residents and fellows
• If applicable, continuously examines effectiveness of any applicable Physician Pay-For-Performance Incentive Program, ensures in accordance with Physician Employment Agreements and trends historical results for trend analysis reporting
• Oversee the development, submission, and approval of all department grants & contracts through Hospital and/or Baylor College of Medicine Office of Sponsored Programs
• Budget for and plans to realize expected levels of professional fee and technical revenues.
• Monitor operation of a budget-sensitive service model, including departmental staffing requirements and productivity levels by establishing, and/or contracting for related service performance from other departments (ambulatory, medical specialty, surgical, etc.)
• Coordinate service and departmental planning and process improvement across patient care, research, and academics.
• Provides supervision and support for new program development, faculty recruitment and onboarding process, hospital/affiliate/payer credentialing process, and faculty appointment and development.
• Provides structured feedback for each BCM & support staff members through yearly development plans and informal and/or formal follow-up at least twice a year.
• Actively participates in other various hospital system and academic projects as appropriate

Skills & Requirements

• Bachelor's Degree Business, healthcare, or a related field required
• Master's Degree Business, Healthcare, Or A Related Field Preferred
• 5 Years Healthcare Operations Experience And 3 Years Supervisory Experience Required
• Experience in an Academic Physician Practice Setting Preferred

About Us

Since 1954, Texas Children's has been leading the charge in patient care, education and research to accelerate health care for children and women around the world. When you love what you do, it truly shows in the smiles of our patient families, employees and our numerous accolades such as being consistently ranked as the best children's hospital in Texas, and among the top in the nation by U.S. News & World Report as well as recognition from Houston Business Journal as one of this city's Best Places to Work for ten consecutive years.

Texas Children's comprehensive health care network includes our primary hospital in the Texas Medical Center with expertise in over 40 pediatric subspecialties; the Jan and Dan Duncan Neurological Research Institute (NRI); the Feigin Tower for pediatric research; Texas Children's Pavilion for Women, a comprehensive obstetrics/gynecology facility focusing on high-risk births; Texas Children's Hospital West Campus, a community hospital in suburban West Houston; Texas Children's Hospital The Woodlands, the first hospital devoted to children's care for communities north of Houston; and Texas Children's Hospital North Austin, the new state-of-the-art facility providing world-class pediatric and maternal care to Austin and Central Texas families. We have also created Texas Children's Health Plan, the nation's first HMO focused on children; Texas Children's Pediatrics, the largest pediatric primary care network in the country; Texas Children's Urgent Care clinics that specialize in after-hours care tailored specifically for children; and a global health program that is channeling care to children and women all over the world. Texas Children's Hospital is affiliated with Baylor College of Medicine, one of the largest, most diverse and successful pediatric programs in the nation.

To join our community of 15,000+ dedicated team members, visit texaschildrenspeople.org for career opportunities.

Texas Children's is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children's without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

Job Details

Division: Nucor Rebar Fabrication Southwest

Location: Tuscon, AZ, United States

Other Available Locations: N/A

Welcome to Nucor, where our unique culture sets us apart. Joining Nucor means becoming part of North America's largest steel and steel products manufacturer, offering unmatched career opportunities and stability. We are known for our innovative sustainability practices and are the continent's largest recycler. Our vibrant culture, built on personal connections and teamwork, empowers every team member with the freedom to innovate and contribute to our collective success. Experience a workplace where safety, efficiency, and meaningful personal connections define every day, enriching both our teammates and the communities we serve.

Nucor supports its teammates with top-tier benefits like Medical, Dental, Vision, and Disability Insurance, 401K and Roth accounts, Profit sharing, Pay-for-performance bonuses, Paid parental leave, Tuition reimbursement, Stock program, Scholarships and more.

Compensation Data
• Competitive Hourly Rate
• ROA Bonus Eligible: Up to 33% of annual eligible earnings
• Profit Sharing: Previous 5-year average 20.17% of annual eligible earnings

Full Benefits including Medical/Dental/Vision, 401(k) with company match, tuition reimbursement, paid time off, Nucor stock purchase program, development and paths to advancement w/ a stable company owned by Nucor, America's most sustainable steel and steel products company.

Short Description

Nucor Rebar Fabrication is in search of a Division Support Administrator to perform administrative support at a basic operational level regarding two or more of the essential support functions necessary for the operation of the branch, including production scheduling/shipping, inventory support, inside sales support, and basic accounting/bookkeeping support.

Basic Job Functions:

Safety is the most important part of all jobs within Nucor; therefore, candidates must be able to demonstrate the ability to initiate, lead, and uphold safety policies, practices, procedures, and housekeeping standards at all times.
• Assist with answering phones and general office administration functions.
• Assist sales/estimating staff in the preparation of project quotations.
• Coordinate shop production schedule with Production Supervisor and detailers to maximize efficiency and minimize costs.
• Prepare retail sales quotations and related paperwork.
• Develop exceptional working relationships with customers and vendors.
• Assist with basic accounts payable and accounts receivable tasks.
• Perform other duties as required by the supervisor.

Minimum Requirements:
• Legally authorized to work in the United States without company sponsorship now or in the future.
• High school diploma, GED, or local/state equivalent.
• Proficient in Microsoft Office Applications
• Excellent written/verbal communication skills and math skills
• Excellent interpersonal and organizational skills
• Able to coordinate multiple tasks and work under deadline pressure
• Accuracy and attention to detail
• Background check/Drug Test.

Preferences:
• Two-year degree from an accredited school or college
• Prior experience in the construction industry.

Physical Demands:
• Walking, sitting, standing, bending.
• Some lifting/handling computers and related equipment.
• Use of hands to operate objects, tools, computers, and other electronic equipment.
• Vision abilities including close vision and adjusting focus.

Nucor is an Equal Opportunity/Affirmative Action Employer - M/F/Disabled/Vets - and a drug - free workplace

Job Details

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Other Available Locations: ((mfield1))

Welcome to Nucor, where our unique culture sets us apart. Joining Nucor means becoming part of North America's largest steel and steel products manufacturer, offering unmatched career opportunities and stability. We are known for our innovative sustainability practices and are the continent's largest recycler. Our vibrant culture, built on personal connections and teamwork, empowers every team member with the freedom to innovate and contribute to our collective success. Experience a workplace where safety, efficiency, and meaningful personal connections define every day, enriching both our teammates and the communities we serve.

Nucor supports its teammates with top-tier benefits like Medical, Dental, Vision, and Disability Insurance, 401K and Roth accounts, Profit sharing, Pay-for-performance bonuses, Paid parental leave, Tuition reimbursement, Stock program, Scholarships and more.

Compensation Data

Competitive Hourly RateROA Bonus Eligible: Up to 33% of annual eligible earningsProfit Sharing: Previous 5-year average 20.17% of annual eligible earnings

Full Benefits including Medical/Dental/Vision, 401(k) with company match, tuition reimbursement, paid time off, Nucor stock purchase program, development and paths to advancement w/ a stable company owned by Nucor, Americas most sustainable steel and steel products company.

Short Description

Nucor Rebar Fabrication is in search of a Division Support Administrator to perform administrative support at a basic operational level regarding two or more of the essential support functions necessary for the operation of the branch, including production scheduling/shipping, inventory support, inside sales support, and basic accounting/bookkeeping support.

Basic Job Functions:

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Assist with answering phones and general office administration functions. Assist sales/estimating staff in the preparation of project quotations. Coordinate shop production schedule with Production Supervisor and detailers to maximize efficiency and minimize costs. Prepare retail sales quotations and related paperwork. Develop exceptional working relationships with customers and vendors. Assist with basic accounts payable and accounts receivable tasks. Perform other duties as required by the supervisor.

Minimum Requirements:

Legally authorized to work in the United States without company sponsorship now or in the future. High school diploma, GED, or local/state equivalent. Proficient in Microsoft Office Applications Excellent written/verbal communication skills and math skills Excellent interpersonal and organizational skills Able to coordinate multiple tasks and work under deadline pressure Accuracy and attention to detail Background check/Drug Test.

Preferences:

Two-year degree from an accredited school or college Prior experience in the construction industry.

Physical Demands:

Walking, sitting, standing, bending. Some lifting/handling computers and related equipment. Use of hands to operate objects, tools, computers, and other electronic equipment. Vision abilities including close vision and adjusting focus.

Nucor is an Equal Opportunity/Affirmative Action Employer M/F/Disabled/Vets and a drug free workplace

Job Description

The Department of OB/GYN comprises nearly 200 faculty, staff, and trainees. Recognized among the top five programs in the nation by U.S. News & World Report in 2025, and ranked within the top ten for three consecutive years, the department is home to world-renowned faculty who are committed to excellence in education, innovative research, and high-quality patient care. This is a dynamic and high-impact leadership position, ideal for a collaborative, mission-driven professional who thrives in a complex academic medical environment.

Responsibilities

• Partner with the Chair to lead all administrative operations across all missions
• Coordinate activities of the various divisions within the department.
• Oversee budgeting, financial planning, and resource management for multiple funding sources (E&G, clinical revenue, grants, contracts, auxiliary, foundation, etc.)
• Interpret and ensure compliance with USF, UMSA, MSSC, state, and federal regulations and policies
• Oversee physician productivity and compensation to ensure alignment with departmental goals and individual performance
• Review and enhance coding and billing processes to optimize revenue and ensure accurate capture of physician activity
• Lead and supervise departmental staff, including hiring, training, evaluating, and performance management
• Advise faculty and staff on administrative matters and provide strategic recommendations
• Manage department-wide functions such as clinic operations, billing and collections, HR coordination, accreditation surveys, and quality/safety reporting
• Coordinate research administration support, including assistance with grant applications and post-award management
• Serve as liaison to USF Health leadership and other administrative units; represent the department on university-wide committees and initiatives
• Develop and implement business processes that ensure fiscal responsibility, operational efficiency, and compliance
• Lead or participate in special projects, including space planning, reorganizations, strategic initiatives, and process improvement
• Support faculty and staff recruitment and retention efforts
• Ensure consistent communication and coordination across departmental divisions and clinical sites

Qualifications

This position requires a Bachelor's degree in related field and 6+ years of related experience OR equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Demonstrated leadership experience and the ability to partner and build strategic relationships with both internal and external key stakeholders.
• Possesses extensive knowledge of the field's policies, procedures, and practices.
• Demonstrated ability to foster teamwork. Decision-making skills, leadership skills, and detail oriented. Contributes to strategic planning, direction, and goal setting for the department or function in collaboration with senior management.
• Establishes departmental policies, practices, and procedures that have a significant impact on the organization. Ability to lead project teams and consistently meet deliverable deadlines.
• Performs complex tasks typically following established processes. Excellent oral and written communication skills; Excellent project management and organizational skills.

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Required Qualifications (as evidenced by an attached resume): Bachelor's Degree (foreign equivalent or higher). Four (4) years of full-time related administrative experience and/or research experience, preferably in a Higher Education/Academic environment. Proficient, professional experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, My Research, etc).

Preferred Qualifications: Advanced degree. Experience with budgeting and fiscal responsibilities, monitoring and tracking finances. Experience working with one or more of the following campus computer software systems: PeopleSoft, Slate, Wolfmart, GoogleApps, Access VIS, Docusign, TMS, and Interfolio. Experience working with PI's and/or faculty on grant-supported projects. Experience with Human Resources Services including hiring through both TMS and Interfolio, payroll, and benefits. Experience with initiating and compiling permanent resident, H1B and J-1 petitions AccessVis. Experience providing administrative support to a graduate training and/or undergraduate degree program. Experience with outreach and other university supported departments.

Brief Description of Duties: The position is responsible for providing comprehensive administrative support to the Department, with a focus on academic, budget, and department administration responsibilities. The role involves liaising with various departments and administrative offices across campus, representing the College, and the Department. Overall, the incumbent plays a crucial role in ensuring smooth academic operations, effective budget management, and efficient department administration, supporting faculty, students, and the department Chair in their respective responsibilities.

The incumbent must possess outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem-solving. Strong organizational and time management skills with exceptional attention to detail. Experience working with a high degree of professionalism, integrity, discretion, and tact. Experience successfully working independently as well as part of a team.

• Budget:

• Financial management of departments State, IFR, IDC, and Stony Brook Foundation accounts. - Maintain Excel spreadsheets of department accounts.

• Serves as Wolfmart shopper and approver. Department Procurement Card holder.

• Responsible for departmental purchasing by utilizing the appropriate systems for requisitions, order tracking, payment follow-up, and reimbursements, etc.

• Continual account management, monitoring, and reconciliation for the end of each fiscal year. Resolve any problems with budget and advise accordingly.

• Develop internal fiscal guidelines and procedures.

• Implement new accounting systems or upgrades to current procedures as necessary.

• Department Administration:

• Act as a resource for faculty and students in providing information and problem-solving.

• Supervise administrative personnel on a daily basis. Supervise hiring of new office personnel when necessary and ensure training of new administrative personnel.

• Oversees professional and faculty search committees and recruitment activities in both TMS and Interfolio systems.

• Keep well informed on new or changing information (budget, human resources, and academic matters) and communicate to the department as necessary.

• Attend department administrator meetings given by the college, Provost's office and/or the Renaissance School of Medicine.

• Prepare State, RF and SBF personnel transactions (appointment/reappointments/ recruitment/terminations). This includes, but is not limited to, performance programs/evaluations, reappointment, promotion, and tenure files, sabbatical leave requests, part-time faculty, and volunteer/non-salaried and summer appointments.

• Work in collaboration with Hiring Managers developing position descriptions for new/replacement positions.

• Facilitates HR transactions (e.g. reclassifications, temporary increase in duties, extra service and equity increases).

• Prepare Visa applications material for faculty and visitors.

• Supervise administrative processes, delegating to other departmental staff as appropriate.

• Assist Chair in his/her interactions with faculty and with providing faculty with appropriate staff assistance.

• Assist new faculty who have joined the department - -this may involve managing start up accounts, hiring new personnel or any aspects related to the tenure process.

• Assist with renovations needed in both laboratories and departmental space.

• Work with the Dean's Office regarding any faculty or staff appointment or performance-related issues.

• Serve on internal and external search committees.

• Provides assistance to hiring managers to help facilitate searches within the applicable system: creating requisitions, managing applicant pools, creating offers, and onboarding process.

• Assist the Chair in all aspects of department administration: Maintain the Chair's calendar; Assist in data collection for departmental reports and strategic planning purposes;

• Assist the Chair in the collection of information and preparation of reports for the College of Arts and Sciences, the Renaissance School of Medicine or other university administrative units.

• Event Planning:

• Oversee all department-sponsored events, helping to promote community building; serving as a department representative at these events and activities.

• Coordinate departmental meeting logistics including disseminating the agenda, coordinating and reserving any catering, room, and/or A/V needs. Serving as the point of contact for events and taking meeting minutes as needed.

• Create and maintain electronic schedules and manage reservations for the department conference room.

• Oversee the arrangement of travel and accommodations for faculty and lecturer recruitment efforts, as well as for seminar speakers.

• Organize and host the Annual Mind/Brain Lecture, coordinating all aspects.

• Oversee Departmental events such as the Departmental Retreat, Program in Neuroscience Annual Symposium.

• Other duties or projects as assigned as appropriate to rank and department mission:

• Liaison with other departments at an advanced level (advisory, regulatory, policy review).

• Participate in University committees for advancement of new programs and policies.

• Represent the department at meetings when necessary or in the absence of the Chair.

Special Notes: This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at ( or visit OEA.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Porsche West Broward is looking for a knowledgeable and friendly Department Administrator to join our dealership team and deliver extraordinary customer experiences.

JOIN OUR TEAM

At Penske Automotive Group (PAG), we strive to create a positive and challenging workplace that promotes excellence and achievement, and we aim to deliver the very best experience possible to our customers. We are looking for dedicated and motivated professionals who share that same passion to join our team.

Imagine working in a professionally and financially satisfying job where you have the opportunity to make a positive impact on our organization and customers every day. As a Department Administrator, you will provide ongoing administrative support to an office or set of managers. You will be responsible for developing and maintaining structures for communication between departments and providing their supervisors with valuable information for business opportunities.

WHAT WE HAVE TO OFFER

• Fortune 500 company, consistently recognized by Automotive News as among the "Best Dealerships to Work For."

• Proudly named to Glassdoor's Best Places to Work

• Comprehensive benefits program, including health care options (medical, dental and vision) and 401k savings and retirement plan with company match.

• Training, resources and opportunities for career growth and advancement, tailored to individual performance, experience and interests.

• Values-driven culture built on integrity, professionalism, excellence, and teamwork.

WHAT WE ARE LOOKING FOR

• Genuine interest in providing an exceptional customer experience.

• Friendliness, enthusiasm, reliability, with a positive "team-player" attitude.

• Excellent communication, interpersonal, and organizational skills.

• Strong work-ethic with the ability to work in a fast-paced, results-driven environment.

• Prompt assistance to customers with courtesy, accuracy, and professionalism.

WHAT YOU CAN BRING TO THE TABLE

• Commitment: Managing the day to day operations and needs of the assigned department.

• Service: Oversees internal administrative duties such as processing invoices, budgets and expense reports, material creation and copies. Organizes and maintains files and records.

• Collaboration: Maintains a strong working relationship with across all dealership departments.

APPLY WITH US!

If you are ready for a rewarding career with competitive compensation and benefits, and opportunities to excel and advance, consider joining the Penske Automotive Group organization. Our interview process typically includes a phone interview, several in-person interviews, background check, reference check, driving record review and a drug screen. Be a part of the best customer experience team in the automotive industry. apply with us today!

Penske Automotive Group is an equal opportunity employer and maintains a drug- and alcohol-free workplace. Some positions may require applicants to possess a valid driver's license and have a good driving record.

Req Number: 32822

Position Code: 762210

Type: Full-time

Dealership: Porsche West Broward

Location Address: 4641 SW 148 Avenue

EEO Statement

The Company is committed to hiring a diverse and qualified workforce. We will not consider any characteristic or category protected by state or federal law in hiring or employment decisions, including but not limited to race, national origin, color, religion, sex, sexual orientation, gender identity, disability, age, status as a parent, or genetic information.

Department Administrator
**Required Qualifications (as evidenced by an attached resume):**
Bachelor's Degree (foreign equivalent or higher). Four (4) years of full-time related administrative experience and/or research experience, preferably in a Higher Education/Academic environment. Proficient, professional experience in word processing, spreadsheet management, electronic messaging and/or internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, My Research, etc).
**Preferred Qualifications:**
Advanced degree. Experience with budgeting and fiscal responsibilities, monitoring and tracking finances. Experience working with one or more of the following campus computer software systems: PeopleSoft, Slate, Wolfmart, GoogleApps, Access VIS, Docusign, TMS, and Interfolio. Experience working with PI's and/or faculty on grant-supported projects. Experience with Human Resources Services including hiring through both TMS and Interfolio, payroll, and benefits. Experience with initiating and compiling permanent resident, H1B and J-1 petitions AccessVis. Experience providing administrative support to a graduate training and/or undergraduate degree program. Experience with outreach and other university supported departments.
**Brief Description of Duties:**
The position is responsible for providing comprehensive administrative support to the Department, with a focus on academic, budget, and department administration responsibilities. The role involves liaising with various departments and administrative offices across campus, representing the College, and the Department. Overall, the incumbent plays a crucial role in ensuring smooth academic operations, effective budget management, and efficient department administration, supporting faculty, students, and the department Chair in their respective responsibilities.
The incumbent must possess outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem-solving. Strong organizational and time management skills with exceptional attention to detail. Experience working with a high degree of professionalism, integrity, discretion, and tact. Experience successfully working independently as well as part of a team.
● Budget:
○ Financial management of departments State, IFR, IDC, and Stony Brook Foundation accounts. - Maintain Excel spreadsheets of department accounts.
○ Serves as Wolfmart shopper and approver. Department Procurement Card holder.
○ Responsible for departmental purchasing by utilizing the appropriate systems for requisitions, order tracking, payment follow-up, and reimbursements, etc.
○ Continual account management, monitoring, and reconciliation for the end of each fiscal year. Resolve any problems with budget and advise accordingly.
○ Develop internal fiscal guidelines and procedures.
○ Implement new accounting systems or upgrades to current procedures as necessary.
● Department Administration:
○ Act as a resource for faculty and students in providing information and problem-solving.
○ Supervise administrative personnel on a daily basis. Supervise hiring of new office personnel when necessary and ensure training of new administrative personnel.
○ Oversees professional and faculty search committees and recruitment activities in both TMS and Interfolio systems.
○ Keep well informed on new or changing information (budget, human resources, and academic matters) and communicate to the department as necessary.
○ Attend department administrator meetings given by the college, Provost's office and/or the Renaissance School of Medicine.
○ Prepare State, RF and SBF personnel transactions (appointment/reappointments/ recruitment/terminations). This includes, but is not limited to, performance programs/evaluations, reappointment, promotion, and tenure files, sabbatical leave requests, part-time faculty, and volunteer/non-salaried and summer appointments.
○ Work in collaboration with Hiring Managers developing position descriptions for new/replacement positions.
○ Facilitates HR transactions (e.g. reclassifications, temporary increase in duties, extra service and equity increases).
○ Prepare Visa applications material for faculty and visitors.
○ Supervise administrative processes, delegating to other departmental staff as appropriate.
○ Assist Chair in his/her interactions with faculty and with providing faculty with appropriate staff assistance.
○ Assist new faculty who have joined the department - -this may involve managing start up accounts, hiring new personnel or any aspects related to the tenure process.
○ Assist with renovations needed in both laboratories and departmental space.
○ Work with the Dean's Office regarding any faculty or staff appointment or performance-related issues.
○ Serve on internal and external search committees.
○ Provides assistance to hiring managers to help facilitate searches within the applicable system: creating requisitions, managing applicant pools, creating offers, and onboarding process.
○ Assist the Chair in all aspects of department administration: Maintain the Chair's calendar; Assist in data collection for departmental reports and strategic planning purposes;
○ Assist the Chair in the collection of information and preparation of reports for the College of Arts and Sciences, the Renaissance School of Medicine or other university administrative units.
● Event Planning:
○ Oversee all department-sponsored events, helping to promote community building; serving as a department representative at these events and activities.
○ Coordinate departmental meeting logistics including disseminating the agenda, coordinating and reserving any catering, room, and/or A/V needs. Serving as the point of contact for events and taking meeting minutes as needed.
○ Create and maintain electronic schedules and manage reservations for the department conference room.
○ Oversee the arrangement of travel and accommodations for faculty and lecturer recruitment efforts, as well as for seminar speakers.
○ Organize and host the Annual Mind/Brain Lecture, coordinating all aspects.
○ Oversee Departmental events such as the Departmental Retreat, Program in Neuroscience Annual Symposium.
● Other duties or projects as assigned as appropriate to rank and department mission:
○ Liaison with other departments at an advanced level (advisory, regulatory, policy review).
○ Participate in University committees for advancement of new programs and policies.
○ Represent the department at meetings when necessary or in the absence of the Chair.
**Special Notes:**
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Resume/CV and cover letter should be included with the online application.
**_Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws._**
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at ( or visitOEA.
_In accordance with the Title II Crime Awareness and Security Act_ a _copy of our crime statistics can be viewed_ here _._
Visit ourWHY WORK HERE page to learn about the **total rewards** we offer.
**Job Number:** 2502923
**Official Job Title:** : Staff Associate
**Job Field** : Administrative & Professional (non-Clinical)
**Primary Location** : US-NY-Stony Brook
**Department/Hiring Area:** : Neurobiology & Behavior
**Schedule** : Full-time
**Shift** : Day Shift **Shift Hours:** : 8:30am -- 5:00 pm :
**Posting Start Date** : Aug 8, 2025
**Posting End Date** : Sep 7, 2025, 11:59:00 PM
**Salary:** : Commensurate with Experience
**Appointment Type:** : Term
**Salary Grade:** : SL4
**SBU Area:** : Stony Brook University
**Req ID:** 2502923

Salary : $40,762.00 - $67,269.00 Annually
Location : Heritage Museum
Job Type: Full-Time
Job Number: 202500063
Department: Cultural & Civic Services
Opening Date: 08/19/2025
Closing Date: 9/2/2025 11:59 PM Eastern

Description

The Department Administrator oversees the daily operations of the Tarpon Arts segment of the Cultural & Civic Services Department and serves as a liaison to their counterpart in the Library segment of the Department.
Examples of Duties

Responsible for efficient and accurate management of all financial and budgetary requirements within the department Processes all cash edits and deposits

Budget maintenance - financial analysis and financial tracking of invoices, purchase orders, FPO's, credit card transactions; implement budget transfers as directed

Monthly reconciliation of accounts with Navaline to ensure accuracy

Maintain seasonal financial analysis spreadsheets

Request and maintain all project codes and vendor numbers

Manage Department Visas

Manage Payroll

Maintain accurate record keeping; retain and file/scan copies for reporting and/or audits.

Ensure departmental compliance with city procedures and potential auditing.

Meet with Director bi-monthly to discuss any budget and/or operational issues.

Prepare reports for monthly departmental meetings as requested.

Manage donor thank you letters and receipts.

Act as main support personnel for Ticketing Software

Provide departmental support via general office administrative tasks
Handle all incoming/outgoing monies and correspondence

Daily mail retrieval and drop off

Order supplies as needed or requested; maintain a neat, orderly office space

Manage the tracking of all incoming/outgoing script rentals

Manage the tracking of all incoming/outgoing keys for facility usage by 3rd parties

Manage the tracking of all incoming/outgoing costume rentals

Support Tarpon Arts' current season as the contract coordinator
Obtain rights and royalties for all theater productions; complete all paperwork

Communicate all rights-related rules/regulations to appropriate staff

Ensure digital copies are uploaded into correct folders and hard copies filed

Request payment checks for artists monthly and maintain an up-to-date contracts database

Act as main liaison for all community theater directors to schedule all rehearsals in relevant facilities, adding to master calendar

Ensure Department stays up to date on all necessary licensing via ASCAP, BMI, etc.

General Duties that support departmental personnel and contribute to excellent customer service
Stay current on ticket office sales procedures and be available to work in any of our venue's ticket office if no other staff is available.

Provide general office and administrative support, covering phones and general support for managers

Performs all other duties as required.

Receives and receipts payment of monies, fees, and donations collected for Tarpon Arts Locations including but not limited to: ticket sales, concessions, Performing Arts, Heritage Museum, Cultural Center, and Safford House. (As needed)

Balances Cash Drawer and prepares deposits. (As needed)

Reviews daily cash edit report for overages and shortages when handling monies. (As needed)

Coordinates Bank Deposits for vault company pick up. (As needed)

Key competencies include the following attributes:
Interpersonal Skills: professional, polite, friendly and helpful; effective communicator - verbally and written; provides excellent customer service; pays attention to detail; enthusiastic and has positive "can do" attitude; ability to work under deadlines

Self-Management: Independently pursues job tasks in an organized & efficient manner;
demonstrates self-control; excellent time management skills; dresses appropriately for job and arrives to work on time

Planning & Organizing: develops procedures, processes and systems for order, accuracy, efficiency and productivity within job responsibilities; creates and updates Standard Operating Procedures (SOPs) as necessary.

Personal Accountability: prioritizes and completes necessary tasks on time; assumes accountability for personal actions

Team Support: assists other team members without being told; becomes knowledgeable of job duties of other team members and explores ways to be supportive and/or improve Team effectiveness and excellence
Typical Qualifications

LICENSURE
Valid Florida Driver's License and reliable transportation

EDUCATION AND EXPERIENCE
Bachelor's degree in business or a related field or 3+ years in a similar administrative role
Proficient in Microsoft Office Suite
Budgeting and financial reporting experience; database and spreadsheet creation and maintenance
Contract management and bookkeeping experience
Strong communication skills, both written and verbal
Must be able to maintain highly confidential information

WORKING ENVIRONMENT
The work environment/conditions characteristic described herein representative of those an employee encounters while performing the essential functions of this job and are not an all-inclusive list.
Working Conditions:

• Subject to irregular hours - evenings & weekends; basic day: 9 a.m. - 5:30 p.m. (30 minute lunch)
• Travel between venues required
• Must work with varied personalities of the general public, as well as staff, volunteers, docents, artists and performers, City employees in different departments, library personnel, vendors, media.

The City of Tarpon Springs, Florida is an Equal Opportunity Employer. Qualified applicants are considered for emploment and treated without regard to race, color, national origin, sex, sexual orientation, religion, disability, age, pregnancy, marital status or veteran status (except if eligible for Veteran's Preference) and all other protected characteristics.

Drug Free Workplace
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
To learn more details,
01

1. Do you have experience working in or with Arts Organizations?

• Yes
• No

02

2. Do you have experience working with ticketing software and ticket sales?

• Yes
• No

03

3. Do you have experience in budget tracking, reconciliation, and preparing financial reports?

• Yes
• No

04

4. Do you have public facing customer service experience?

• Yes
• No

05

5. Are you open to occasionally working nights or weekends for special event coverage?

• Yes
• No

Required Question

Position: Arts Department Administrator

Department: Arts

FLSA: Non-Exempt

Reports to: Head of Visual & Performing Arts

Designation: Staff, Full-time 1.0 FTE

Schedule: 10-month, scheduled roughly 44 weeks per year, 40 hours per week

Generally Mon-Fri 8:00-4:30.

Availability for events on occasional nights and weekends, offsetting the schedule accordingly.

Travel: Occasional local travel

POSITION SUMMARY

The Arts Department Administrator is responsible for internal and external marketing of arts events and supports the arts programs by developing and implementing effective systems to ensure the office, events and performances run smoothly and gain positive coverage with the appropriate audiences. The Arts Department Administrator primarily supports arts programs during the academic year and also contributes to planning for summer arts programs.

The functions detailed below support all program areas of the Arts Department, including studio art, photography, music, theatre, dance, and the Tremaine Art Gallery. As the needs of the program and department evolve, the Arts Administrator’s responsibilities will adapt accordingly.

The Arts Administrator works cross-functionally with various departments that interact with aspects of the Arts program. Given the high degree of collaboration, the Arts Administrator is required to work on campus.

ESSENTIAL FUNCTIONS

Arts Office Operations

• Collaborates with program directors to identify administrative production needs, develop planning, and implement program operations for theatre, dance, music, and visual arts.
• Establishes and maintains up-to-date records of office management practices.
• Schedules and tracks departmental and school-wide deadlines, coordinating, collaborating with, and assisting the Chief of Staff to the Head of School with arts events and arts faculty members.
• Assembles programs for Theatre, Music, and Dance performances, creating original promotional artwork as needed.
• Assists in setup coordination on the day of the event/performance, providing backup for front of house management, as needed.
• Maintains the box office system to coordinate reserved seats and tickets for event guests and deposits collected donations.
• Assists program director(s) to ensure arts facilities are in good order and are maintained in a clean, safe, and welcoming way. Communicates routine maintenance needs, especially in the lead-up to events and performances.
• Compiles and prepares invoices for approval and payment.
• Provides programmatic budgetary oversight and organization, tracking spending for budget and restricted fund review to ensure the funds are being used for the intended purposes.
• Manages incoming inquiries on the arts programs. Receives and responds to visitors, phone calls, mail, and email, routing them to the appropriate person.
• Assists the Head of the Arts Department with strategic efforts and special projects, as needed.
• Coordinates with the School’s Archivist to ensure that departmental programs, posters, and other peripherals are collected and properly cared for.
• Maintains inventory of department office supplies and places orders as needed.

Communication and Publicity of the Arts

• Coordinates with program leaders the development and implementation of systems of communications for arts events and news, establishing an annual calendar of events and media coverage. Communicates and collaborates with the Chief of Staff to the Head of School, Student Activities Administrator, Dining Services, and other stakeholders across the School to ensure departmental compliance with event management protocol.
• Publishes special events details on internal & external communications channels, including:
  
  • Arts competitions, student gallery submissions, student publications, visiting artists, lectures, alumni artist events, and museum and gallery trips off campus.
• Proactively solicits, collaborates, and coordinates with program directors to develop press releases and news articles in a timely manner and to publish them on multiple platforms, including mailings, web pages, and social media.
• Works closely with the communications office and external vendors to design templates for digital and print media and to implement advertising for arts events and performances, in addition to securing updated information on the School’s website.
• Promotes local outreach of events by establishing relationships with nearby businesses, churches, retirement communities, and other cultural venues. Ensures proper distribution and posting of informational material.
• Ensures that materials developed are aligned with standards set by the communications office.

Tremaine Art Gallery

The Arts Department Administrator partners with the Tremaine Art Gallery Director to support certain aspects of Gallery operations, including but not limited to the following:

• Assists in gallery show installation, specifically:
  
  • Creating lists and labels for each artwork, printing artist’s statements, price lists, and bios;
  • Communicating and scheduling with artists; collecting images, written materials, artworks, shipping needs, and supporting materials;
  • Labeling artworks and uploading artist information within the virtual exhibition space, and coordinating with Communications to upload these virtual shows to the School’s website.
• Schedules volunteers to supervise the gallery and provides backup support when a volunteer cannot be scheduled during critical gallery hours.
• Tracks and analyzes gallery expenditures, making budgetary recommendations to the Gallery Director.
• Collaborates with the Gallery Director to understand volunteer staffing needs, based on events and Gallery hours. Manages logistics and set up for temporary employees and volunteers, in coordination with the program lead and HR, implementing guidelines or creating and updating internal position descriptions and guidebooks for volunteers as needed.
• Assists program lead with logistics for visiting artists, including:
  
  • Contract maintenance,
  • Travel and hotel arrangements,
  • Shipment and logistics of visiting art installations.

Qualifications

• Associate’s degree or a combination of education and experience.
• Understanding of the protocols and objectives of an independent boarding school environment is preferable.
• Successful administrative experience. Excellent organizational skills and detail-oriented.
• Ability to identify issues and be proactive in driving solutions.
• Ability to set priorities, embrace a systems mindset, balance complexity, and meet deadlines.
• Proficient with technology, able to adapt and learn new technology as needed.
• Proficient with effectively using social media (Facebook, Instagram, etc.) and advertising to reach various audiences.
• Excellent communication skills, both written and oral.
• Ability to collaborate in a team environment.
• Ability to work well with a variety of people from various backgrounds.
• Ability to work independently and proactively and to persist, in order to ensure thoroughness.

PHYSICAL CONDITIONS

• Work is conducted primarily in an office environment.
• Must operate a keyboard and computer.
• Moderate to frequent lifting, carrying up to 25 pounds.
• Moderate to frequent standing and stooping, mostly when assisting with events and productions.
• Must be able to move between the office and various areas of the arts, on and off-campus.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.