Associate Dean for Finance & Administration

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Department: Dean of the Graduate School - 610

Position Summary: The associate dean has responsibility for the operating budget for the Graduate School ($1-3M) and the graduate student support budget ($150+M), as well as the dispersal of support to graduate students, and also serves as our interface with Human Resources for personnel issues. The associate dean oversees the graduate student enrollment plan for 42 programs, which guides the admissions process that is executed with the academic associate deans and the dean. The director of admissions and three staff in the Finance Office report to the associate dean. Participation in senior staff meetings in the Graduate School and meetings of the Faculty Committee of the Graduate School is expected. These responsibilities of the position require healthy interfaces with senior staff in the offices of Research and Project Administration, Audit and Compliance, Development, Information Technology, General Counsel, Dean of the Faculty, Provost, Finance and Treasury, Human Resources, Payroll, and others.

Responsibilities include:

Financial
1. Oversee the financial support of all enrolled graduate students.
2. Manage the graduate student support budget and provide regular reports to the offices of the treasurer and provost.
3. Inform departments and programs of their funds available for supporting graduate students.
4. Manage adjustments in student stipends prompted by external grants, part-time assistants in instruction, teaching in summer and other factors.
5. Create and maintain a multi-year database on graduate student support.
6. Coordinate with the treasurer and provost for endowed University Fellowships.
7. Maintain the Financial Policies Manual. Revise policies as required to adhere to changing legal requirements, plus external, university or Graduate School policies. Assure that expenditures are reported accurately to each funding source
8. Work with the Office of Development to steward named fellowships. Select students to be named.

Admissions
1. Supervise the director of the graduate admission office such that other offices in the Graduate School and the academic programs are served well.
2. Manage the CollegeNet contract in close collaboration with the director to assure that an all-electronic process is achieved as nearly as financially reasonable.

Enrollment
1. Maintain 'total enrollment management' including disseminating tables to departments with targets and offers.
2. Work with faculty and department chairs on issues of graduate student enrollments.
3. Assemble projections of enrollment in the Graduate School for the Dean, the Provost, the Vice President for Administration, and the Housing Office.
4. During the admission season, determine and organize the financial offers for those admitted, create and distribute these financial offers, and manage notifications to applicants.
5. Participate in the admissions meetings with every department and program.

Graduate School
1. Manage the staff of the Office of Finance. Supervise the Director of the Office of Graduate Admission. Interface with and provide guidance to the Graduate School's Director of Information Technology and work with him on IT issues relative to financial systems.
2. Participate in orientations for incoming students, directors of graduate studies, and graduate administrators.

Requirements:
3. Maintain the Graduate School budget. Make recommendations for cost-savings.
4. Advise the dean on needs in staffing. Maintain personnel records.
5. Participate in weekly meetings of the senior staff of the Graduate School and meet as needed with the d