Job DescriptionThe Department Administrator serves as the primary business manager for the College of Medicine Dean's Office and is responsible for the overall administration, financial management, human resources operations, procurement, facilities coordination, project management, and event oversight of the office.
Working closely with the Dean, Executive Vice Dean, Principal Business Officer, and senior leadership, the Administrator ensures the efficient and effective operation of the Dean's Office while maintaining the highest standards of professionalism, confidentiality, customer service, and organizational excellence. Responsibilities and duties include, but are not limited to the following:
Administrative and Operational Management: - Serve as the primary business and administrative manager for the Dean's Office, ensuring operational effectiveness and compliance with institutional policies and procedures.
- Oversee departmental administrative activities as directed by the Chair, and Dean's Office leadership.
- Oversee departmental HR and personnel-related activities in coordination with Human Resources and institutional leadership.
- Coordinate and manage faculty and staff recruitment, onboarding, personnel actions, evaluations, and related administrative processes.
- Oversight of the management and supervision of support personnel, including monitoring staffing patterns, hiring and evaluation
- Processing of new hires, promotions and term renewals.
- Processing of time and attendance for all staff and faculty when appropriate.
- Oversee departmental financial operations and administrative fiscal management.
- Prepare and manage the Department's annual internal operating budget.
- Administer day-to-day operations for the Dean's Office, including ensuring supplies, materials, signage and other operational needs are met.
- Processes purchase requisitions, manage purchasing cards, travel card and NET card
- Serves as the lead project manager for the Dean's office, Handling assignments that are complex in a nature where independent action hand a high degree of initiative and confidentiality are required in resolving problems and developing recommendations.
- Prepares Dean, Executive Vice Dean, Principal Business Officer and Associate Dean for high level meetings, manages travel and itinerary for all off-campus activities, and researches/furnishes all necessary background information needed to facilitate Dean's successful participation in these activities.
- Oversee Dean's Office budget related to supplies, swag, gifts, and event expenses
- Maintain inventory of all office supplies, collateral, and gifts/swag (including sympathy gifts, student gifts, community celebration items, etc.), ordering replenishments as needed with attention to overall cost and budgeting.
- Maintain accurate and organized files for the office, updating documents as needed.
Office Management:Communications and Gifts
- Respond to all incoming contacts (phone calls, voicemail, emails) in a timely and highly professional manner using utmost tact and discretion.
- Open, sort, and direct Dean's Office incoming mail.
- Work closely with other offices to learn of important milestones (new babies, life events, illness, passing's, etc.) so personalized communication can be sent by the Dean.
- Send flowers and gifts on behalf of the Dean's Office.
Events and Community Engagement
- Support Dean's Office recurring events (e.g., faculty and staff meetings) and special events, including drafting invitations and reminders, managing all event logistics, overseeing RSVPs, and preparing materials.
- Plan and execute the Dean's Office celebrations as needed, including exploring room scheduling; drafting invitations and reminders; researching managing all event logistics; overseeing RSVPs and catering orders; etc.
Dean's Office Team Support
- Support Calendar management when needed assisting with scheduling meetings with faculty, staff, students, and other constituents for other Dean's Office team members.
- Coordinate travel arrangements as needed, including preparing itineraries and related travel documents, assessing different options for cost, convenience, and travelers' preferences.
- Staff meetings as requested including note-taking and capturing action steps.
Facilities & Safety
- Monitor facility conditions and coordinate maintenance requests and corrective actions.
- Collaborate with leadership on office and workspace assignments for faculty and staff.
- Coordinate office renovations, furniture procurement, and space planning initiatives.
- Oversee the setup and relocation of furniture, technology, telecommunications, and related infrastructure.
- Identify and recommend facility improvements that support operational effectiveness and workplace functionality.
- Assist with Dean's Office special projects as needed.
QualificationsRequired Qualifications
- Bachelor's Degree.
- Seven (7) or more years of experience providing high-level administrative support to a senior-level executive.
- Demonstrated ability to handle sensitive and confidential information with a high degree of discretion and professionalism.
- Strong communication and interpersonal skills, with the ability to interact effectively with internal and external constituencies using tact and diplomacy.
- Customer-service focused, with the ability to professionally represent the Dean's Office and foster a positive, effective, and welcoming environment.
- Demonstrated ability to take initiative, exercise sound judgment, and work independently as well as collaboratively across units and teams.
- Excellent organizational, planning, and prioritization skills, with strong attention to detail and the ability to manage multiple projects and competing priorities in a fast-paced environment.
- Ability to adapt to changing priorities and work flexibly to meet deadlines and operational needs.
- Demonstrated commitment to providing high-level, responsive service to internal and external constituencies.
- Proficiency with Microsoft Office, including Word, Excel, and PowerPoint, as well as presentation software and basic web content maintenance.
- Ability to set up and troubleshoot video conferencing platforms, such as Zoom, for meetings.
Preferred Qualifications
- Master's Degree.
- Experience with financial processing and budget management.
