Department Manager, Mathematics

University of Notre Dame; Notre Dame (IN); On-site; USD 75,000 - 110,000; Full time

Job summary

The University of Notre Dame is seeking a Department Manager to provide comprehensive administrative, financial, and operational support to the Department Chair and oversee day-to-day functions in the Mathematics department. This role includes managing budgets, grant administration, facilities oversight, and staff supervision.

Operating with limited direction, you will implement efficient processes, ensure policy compliance, and collaborate with faculty, College leadership, and University

Qualifications

• Two or more years of relevant administrative, financial, or operational experience.
• Strong communication, organizational, and interpersonal skills.
• Willingness to learn and adapt to current administrative policies and procedures.
• Foundational knowledge of accounting, budgeting, purchasing, and financial management.
• Ability to work independently, exercise sound judgment, solve problems, and manage competing priorities under pressure.
• Strong attention to detail and ability to handle confidential financial, personnel, and faculty information.

Responsibilities

• Oversee departmental administrative operations and develop processes to improve efficiency and consistency.
• Develop, manage, and forecast operating and restricted budgets in collaboration with the Dean’s Office.
• Partner with Research and Sponsored Programs Administrators (RSPAs) and Principal Investigators (PIs) on grant management, expenditures, purchasing, and funding questions.
• Review departmental operating and revenue-generating budgets quarterly with the Dean and Director of Finance.
• Manage facilities and space for Hurley Hall and the Hayes-Healy Center, coordinating maintenance, repairs, and renovations with University partners.
• Work with the Department Chair to coordinate faculty recruitment, candidate interviews and visits, hiring, immigration processes, and postdoctoral appointments.
• In collaboration with the Department Chair, administer faculty reappointment, tenure, and promotion processes, ensuring required documentation and deadlines are met.
• Participate in the hiring, training, and professional development of non-exempt staff and provide oversight of administrative support functions.
• Oversee the department website and coordinate updates to maintain accurate information.
• Serve as a liaison among faculty, staff, College leadership, and University offices to resolve issues and coordinate administrative processes.
• Apply University policies and procedures while maintaining confidentiality and ensuring accurate, timely completion of departmental responsibilities.
• Maintain knowledge of departmental procedures and provide administrative support across undergraduate and graduate functions as needed.

Skills

Administrative experience

Financial management

Organizational skills

Interpersonal skills

Communication skills

Problem solving

Tools

Microsoft Office

Adobe Acrobat

Google Workspace

Job description

• Job Subfamily: Administrative Operations - UO004
• Unit: Mathematics - 35040
• Job Family: University Operations

Company Description

The University of Notre Dame is more than a workplace; it is a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

The Department Manager provides comprehensive administrative, financial, and operational support to the Department Chair and oversees the department's day-to-day administrative functions. This role is responsible for departmental financial operations, grant administration, facilities oversight, faculty recruitment and advancement, staff supervision, and coordination of departmental programs and events.

Working independently with limited direction, the Department Manager develops and implements effective processes and procedures to support departmental goals, ensure compliance with University policies, and promote efficient operations. The position collaborates closely with faculty, staff, College leadership, and University offices to address complex administrative matters and support the department’s academic and research missions.

Key Responsibilities

• Oversee departmental administrative operations and develop processes to improve efficiency and consistency.
• Develop, manage, and forecast operating and restricted budgets in collaboration with the Dean’s Office.
• Partner with Research and Sponsored Programs Administrators (RSPAs) and Principal Investigators (PIs) on grant management, expenditures, purchasing, and funding questions.
• Review departmental operating and revenue-generating budgets quarterly with the Dean and Director of Finance.
• Manage facilities and space for Hurley Hall and the Hayes-Healy Center, coordinating maintenance, repairs, and renovations with University partners.
• Work with the Department Chair to coordinate faculty recruitment, candidate interviews and visits, hiring, immigration processes, and postdoctoral appointments.
• In collaboration with the Department Chair, administer faculty reappointment, tenure, and promotion processes, ensuring required documentation and deadlines are met.
• Participate in the hiring, training, and professional development of non-exempt staff and provide oversight of administrative support functions.
• Oversee the department website and coordinate updates to maintain accurate information.
• Serve as a liaison among faculty, staff, College leadership, and University offices to resolve issues and coordinate administrative processes.
• Apply University policies and procedures while maintaining confidentiality and ensuring accurate, timely completion of departmental responsibilities.
• Maintain knowledge of departmental procedures and provide administrative support across undergraduate and graduate functions as needed.

Qualifications

• Two or more years of relevant administrative, financial, or operational experience.
• Strong communication, organizational, and interpersonal skills.
• Willingness to learn and adapt to current administrative policies and procedures.
• Foundational knowledge of accounting, budgeting, purchasing, and financial management.
• Ability to work independently, exercise sound judgment, solve problems, and manage competing priorities under pressure.
• Proficiency with Microsoft Office, Adobe Acrobat, Google Workspace, and other relevant software.
• Strong attention to detail and ability to handle confidential financial, personnel, and faculty information.

Additional Information

REQUIRED: In order to be considered, you must provide a cover letter and resume with your application.

The University ofNotreDameseeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover,NotreDameprohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).Westronglyencourageapplicationsfrom candidates attracted to a university with a Catholic identity.

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