Administrative Manager

Responsible for the overall operation, administration, and performance of a department or college on behalf of the Director, Chair, or other designated executive, to include but not limited to full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, and policy development.

In addition to serving as the administrative assistant for the Senior Associate Dean for Academic Affairs this position serves as part of the Academic Affairs executive team and is responsible for supporting several key undergraduate medical education administrative functions including curriculum governance, affiliation agreements, and coordination of academic documents and processes.

Duties:

• Manages selected financial tasks for the department. Monitors and ensures money is spent correctly. Sets up new vendors and ensures invoices are put on correct accounts. Supports the preparation of the department budget.

• Analyzes departmental financial procedures. Makes recommendations for change and develops strategy for change.

• May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. Collects time sheets, enters into PeopleSoft, tracks leave, and special pays.

• Supervises selected office staff Responsible for hiring, firing, training, conducting performance appraisals, disciplining, delegating tasks, overseeing work, and development. Anticipates staffing needs by analyzing workflow and strengths of employees.

• Develops departmental policy by analyzing current procedures, work issues, and current events. Maintains policy and procedure manuals and documents process.

• Plans and coordinates special activities and projects, which includes representing department or college at various meetings.

• Serves as liaison to coordinate inter-and intra-departmental administrative functions

• Provides administrative assistance for the Senior Associate Dean for Academic Affairs. Schedules meetings and orchestrates necessary support logistics for the meeting. Makes travel arrangements and coordinates reimbursement.

• Provides miscellaneous project support for the Senior Associate Dean for Academic Affairs (acquiring/compiling data, conducting research, preparing reports, coordinating and supporting meetings and events). Plans, coordinates, and implements assigned projects and processes for the medical education program.

• Manages contracts (initiates agreements, coordinates routing, audits renewals) with external sites, including local, national, and international sites. Maintains ongoing list of related clinical site Requirements/Restrictions document revisions and distribution. Coordinates with and trains department staff on their role in contracting. Manages relevant accreditation documents regarding affiliation agreements.

• Develops, coordinates and completes national and local surveys.

• Acquires and manipulates data and performs minor research projects. Assembles materials. Prepares reports.

• Maintains Academic Program Council (APC) forms and supporting documentation; includes follow-up with Registrar's Office and verification of APC meeting minutes accuracy. Coordination data acquisition and completion of annual LCME MD program accreditation survey. Trains other central and departmental staff regarding curric governance and accreditation compliance.

• Schedules meetings, prepare meeting packets; coordinate with presenters. Maintain rosters and coordinates course director approval and notifications. Take and transcribe minutes. Maintain historical documentation. Conduct periodic member elections.

• Coordinates and supports special student hearings.

• Supports employee performance appraisal scheduling.

• Performs various duties as needed to successfully fulfill the function of the position

Required Education: Bachelor's degree.

• 24 months experience as a manager in an Accounting, Finance, or Business Office.

Equivalence/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 72 months related experience.

Skills:

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).

• Detail oriented for accuracy of data and information.

• Highly organized and ability to handle multiple projects and deadlines.

• Ability to communicate well and build rapport with students, faculty and staff.

• Ability to produce reports.

• Ability to multitasks and meet deadlines in a timely manner.

Advertised Physical Requirements:

• Physical: Sit for prolonged periods. Communicate effectively. Engage in repetitive motion. Use of computer, calculator, and telephone.

• Environmental: Standard office environment.

Supervision: Sr. Student Coordinator (3) AND Evaluation & Assessment Coordinator (1)

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