• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F
• Building:
• Salary Range: $87,000-$97,000

Position Summary

The Office of Medical Education is seeking a dedicated and highly skilled Administrative Manager to provide discreet and confidential administrative assistance to the Vice Dean for Education. This position requires interaction with executive and office staff, and the dissemination of information to university administrators at all levels. Reporting directly to the Vice Dean for Education, the Administrative Manager is responsible for delivering outstanding support in a highly professional manner.

Responsibilities

• Calendar and Schedule Management: Efficiently manage complex scheduling for the Vice Dean of Education, including scheduling, confirming, and coordinating meetings and conferences.
• Office Communications: Manage office communication including incoming phone calls and communicating with hire level internal and external executives, as necessary. Responsible for the oversight of day-to-day office operations including organizing and managing office documents and records.
• Travel Coordination: Arrange travel and related logistics and prepare detailed expense reports with timely follow-up.
• Liaison Duties: Act as a liaison between the Office of the Vice Dean for Education, its reporting units, and other university offices.
• Meeting Preparation: Create and compile meeting materials, agendas, and PowerPoint presentations. Attend meetings when requested, take notes, and prepare minutes. Ensure follow-up on tasks with meeting participants, consistently maintaining attention to detail.
• Assistant Secretary Committee on Education Policy and Curriculum (CEPC): Attend meetings, take minutes, maintain virtual folders and materials, maintains meeting calendar, membership rotation and dates for CEPC and her subcommittees.
• Material Distribution: Distribute materials appropriately, while being mindful of confidential and sensitive information.
• Document Review: Screen documents and agreements for compliance, accuracy, and preliminary approvals before review/signature.
• Correspondence Management: Review incoming correspondence and respond or refer as appropriate.
• Agenda Distribution: Distribute agenda items one day prior to each meeting.
• Cross-Coverage Support: Provide cross-coverage support for the executive suite as required.
• Communication Tools Management: Manage listservs and related communication tools.
• Partnership Building: Foster strong partnerships to build trust and accountability with the EVP's Office.
• Executive Briefing Development: Assist with the development of executive briefings and create documentation for senior-level meetings and activities. Identify, secure, and edit content to create substantive meeting agendas and related materials.
• Additional Projects: Perform other assigned projects and duties as needed.

Minimum Qualifications

• Education and Experience: A bachelor's degree or equivalent in education and experience, plus a minimum of three years of related experience. Experience in a higher education institution or other large, complex organization and/or a communications/public relations department is required.
• Communication Skills: Excellent verbal and written communication skills.
• Multitasking and Prioritization: Ability to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a high-pressure environment.
• Organizational Skills: Outstanding organizational ability, with the capacity to manage deadlines and relate to personnel at all levels.
• Technical Proficiency: Strong computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and internet research.
• Flexibility: Willingness to work extended hours when required.
• Judgment and Discretion: Exceptional judgment, organizational, interpersonal, and leadership skills. Ability to exercise a high degree of diplomacy, collaboration, and problem-solving. Confidentiality and discretion are paramount.
• Detail-Oriented: Must be detail-oriented with excellent word processing skills.

The ideal candidate will be a highly organized, efficient, and diplomatic professional, capable of handling sensitive information with discretion and providing top-tier administrative support in a dynamic and demanding environment.

Other Requirements

• All applicants must submit a resume and a cover letter.