Administrative And Project Manager

Job Description

POSITION OBJECTIVE

The Administrative and Project Manager is a multifaceted role located In the Dean¿s Office of the School of Medicine and is essential for ensuring efficient daily office operations for the Chief of Staff, enhancing the school¿s online presence, and furthering continuous process improvements. Working under general supervision, this role Is responsible for a wide range of functions, including administrative support, standard operating procedures development, website maintenance, and other assigned duties.

ESSENTIAL FUNCTIONS

• Initiate, manage, and implement projects in conjunction with the respective functional area. Lead and follow through on operational project activities spanning multiple departments within the School of Medicine including the Dean¿s Office, Finance and Planning, Diversity and Inclusion, Faculty Affairs, Human Resources, and other departments across the school in close collaboration with the Director of Strategic Business Initiatives. Manage projects aimed at enhancing the school¿s operational efficiency. Develop plans and channels for gathering, disseminating, and storing project performance information, providing administrative support, and keep projects¿ documents well organized. These projects include but not limited to Faculty Affairs Office operational procedure enhancement, Faculty Information System (FIS) data integrity, Faculty Award pipeline management and its online presentation, Population and Community Health initiative, Robotic Process Automation (RPA) initiative, and any other special projects assigned by the Dean¿s office. Support departmental transitions, prepare documents, track project, track project funding, and enhance team efficiency. Identify requirements and develop specifications and expected output for respective projects in partnership with stakeholders. Maintain clear and effective communication across departments to adhere to project timelines and ensure comprehensive documentation. Monitor and maintain schedules and strategically prioritize tasks based on project deadlines and user expectations to guarantee timely and satisfactory project completion. Assist with the development and implementation of financial tracking processes, tracks project funding, and ensures contract tasks are appropriately funded. Prepare clear, concise and accurate documentation, reports of work performed, project management reports and other written materials. Identify key supporters at all levels for change initiatives, and help them maximize their contributions to change. Create training and/or procedural guides for end-users as necessary. Compile monthly and milestone-specific progress report. (40%)
• Initiate, manage, and implement small projects in conjunction with the requesting department. Lead and follow through on project activities (with a technical component) spanning multiple teams and organizations. Monitor and maintain the project schedule. Perform business process analyses and reach sound, logical conclusions regarding customer needs and business requirements. Monitor project risk and problems. Make recommendations on issues affecting the project. Develop project and/or requirements, plans, and channels for gathering, sharing, disseminating, and storing project performance information. Compile and distribute monthly and milestone-specific reports. Lead and follow through on project activities related to the development, refinement, and maintenance of standard operating procedures for major operational processes at SOM across numerous departments and functional areas. Participate in essential meetings with both SOM and clinical/hospital departments to gain a comprehensive understanding of workflows, ensuring the documentation remains well-organized and up to date. Create and maintain documentation, track and follow-up on status and action items for standard operating procedures development and maintenance. Systematically organize documentation, support departmental training initiatives, and work alongside various departments to guarantee standard operating procedures compliance, facilitating effective cross-training. Following the establishment and organization of school's standard operating procedures, provide assistant to department administrators and process owners with monitoring new workflows, creating training/procedural guides for end-users, and timely updating standard operating procedures to reflect current practices. Compile monthly and milestone-specific progress report. (20%)
• Manage and optimize the chief of staff¿s schedule for efficient organization of appointments and meetings. Provide comprehensive administrative and logistical support. Oversee the recruitment and management of student workers and temporary staff to support office operations. Lead the communications with external vendors and third-party contractors. Serve as a liaison between the chief of staff and internal/external partners. Provide project and management support for complex issues on behalf of the chief of staff that require analysis, fact-finding and decision-making. Manage relationships inside and outside the university including administration, faculty, staff, and students, collaborators, alumni, donors, and supporters. Drive and track progress on the chief of staff¿s major initiatives to ensure that momentum is maintained, and deadlines are met. Coordinate, monitor and communicate projects and programs managed by the school departments and the Dean¿s Office; develop metrics to measure success and provide input on alternative strategies as needed. Assist in dean¿s office activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration. Handle highly sensitive and confidential personnel and institutional information while exercising professionalism and discretion. (15%)
• Lead the School of Medicine departmental websites optimization initiative, ensure branding consistency and compliance with policies and templates from University Marketing and Communications. Collaborate with the school's internal communication manager to keep the school¿s newsletter¿s content engaging and timely. Manage the Dean¿s office communication service account, responding email inquiries and be the point of contact on website matter. Engage in Drupal training and assist the University Technology and/or University Marketing and Communications team(s) in developing websites for new school departments and centers. Regularly audit the medical school website content and remove duplicate, outdated, and inaccurate information. Work with department administrators to analyze webpage success and provide input and recommendations on content strategies. (10%)
• Act as a key support resource for school departments lacking dedicated administrative roles, aiding in a variety of administrative tasks for projects and events. Provide essential assistance to the dean¿s office team, including Human Resources and the office for Diversity and Inclusion, as needed. Make recommendations for operational and administrative improvements to increase efficiency and effectiveness or to reduce costs (10%)

NONESSENTIAL

• Serve as the primary contact in the dean's office for operational support, project initiatives, process improvement, and general inquiries. Build relationships with vendor partners and maintain consistent contact. Develop networks and use them to strengthen internal and external support. Identify opportunities and take action to build strategic relationships between the dean¿s office and other university areas, teams, and departments to help achieve project goals. Establish and maintain solid working relationships with team members, sponsors, stakeholders, managers, and other customers. (5%)
• Edit and format correspondence and documents, including letters, memos, and various business communications, ensuring accuracy and professionalism. (<1%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Frequent contact with the Director for Strategic Business Initiatives, Chief of Staff, Administrative Manager(s), Executive Assistant, and department administrators.

University: Regular contact with the procurement office, Accounts payable team, travel services, Utech, and UMC. Occasional contact with Facilities Services, Research Admin, Compliance Office, HR, Office of Equity, Development, Controller, Payroll, and Environmental Health and Safety.

External: Regular contact with affiliated hospital offices as needed.

Students: Frequent contact with student workers.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees but supports the supervision of student interns.

QUALIFICATIONS

Education/Experience: Bachelor¿s degree in business administration, Communication, or a related field and some related experience in project management; or Associate¿s degree and 3 years of experience in project management. Project Management Professional (PMP) or Certified Associate Project Manager (CAPM) certification is highly preferred.

REQUIRED SKILLS

• Demonstrated proficiency in MS Office Suite (Word, Excel, PowerPoint) and Google Suite (Google calendar, Google sheet, Google Doc, Google form), with a strong ability to learn and adapt to new software and content management systems.

• Experience with scheduling, coordination, and project support activities.

• Proven ability to manage and prioritize projects effectively under tight deadlines.

• Strong written and verbal communication skills, with an emphasis on clear and concise correspondence and the ability to interact professionally with all levels of staff and external contacts.

• Excellent organizational and planning skills, with a keen attention to detail and the ability to maintain high-quality work in a fast-paced environment.

• Demonstrated problem-solving skills and the ability to work independently as well as part of a team.

• Experience handling confidential information with discretion and integrity. High level of discretion and integrity when dealing with confidential information.

• Commitment to providing excellent support services and contributing to a collaborative and positive work environment.

• Exceptional communication skills, both written and verbal, to effectively coordinate with internal and external stakeholders.

• Strong organizational skills with the ability to prioritize tasks, manage schedules, and maintain orderly records.

• Proven problem-solving abilities, including the capacity to address challenges creatively and efficiently.

• Detail orientation in all aspects of work, from data management to scheduling, ensuring accuracy and quality.

• Excellent interpersonal skills to foster positive relationships with team members, departments, and external contacts.

• Adaptability and flexibility in handling multiple tasks and adapting to changing priorities and projects.

• Effective time management skills to balance various responsibilities and meet deadlines.

• Self-motivated with a strong sense of initiative to anticipate needs, propose solutions, and take action independently.

• Proficiency in relevant technology and office software, with the ability to quickly learn and utilize new tools and systems.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motions using a computer mouse and keyboard for typing.

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Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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