Title:Office Manager I/II Posted Date:02/15/2019 Closing Date:03/01/2019 Job Category:Staff Department:Health Sciences - HHPR Position Status:Full-Time Staff Salary Range:$35,279-$48,714 Position Summary:

The Office Manager is responsible for providing administrative support to the Assistant Dean (AD), School of Health Sciences and Strategic Initiatives and all programs and faculty who report to the AD. The Office Manager is responsible for ensuring the order and efficient delivery of services to the Health Sciences AD, department chairs/directors, faculty and professional staff and for the customer service, coordination and management of routine operations and procedures in the office. The Office Manager, in coordination with the department chairs/directors and AD, facilitates program accreditation activities including annual reports, self-studies and accreditation site visits.

Job Duties and Responsibilities:

Provide administrative and technical support to the Assistant Dean, including drafting, preparing, and editing correspondence and other documentation as well as data collection and entry using Microsoft Office software to include PowerPoint, Word, Excel, Access, and various Adobe products. Develop, maintain, oversee, and evaluate work processes and procedures to ensure professionalism in all aspects of the office operation. Maintain schedule/calendar for the Assistant Dean.

Provide administrative support to faculty and staff of production and completion of quality instructional materials such as curriculum materials, instructional materials, handbooks, manuals, self-study and accreditation reports, web based documents, mass mailings, desk top publishing documents, fliers and other materials. Receive and process Student Opinion Forms (SOF) and generate reports for review by the Assistant Dean and department chairs/directors.

Coordinate and manage functions related to special events, meetings, and programs including facility use, catering, event marketing, material production, event management, payment, and follow-up for the Assistant Dean. Serve as the point of contact for all of the logistical planning and coordinating for program accreditation site visits (to include managing faculty/staff schedules, reserving rooms, ordering catering, etc..)

Manage all budget accounts for the Assistant Dean including locating sources of goods, recommending vendors, preparing and processing requisitions, assigning proper account information, and preparing and tracking billing invoices for the Assistant Dean for departmental and grant budgets. Develop and maintain budget account records, monitor accounts, and report account balances to the Assistant Dean. Assist the Assistant Dean in preparation of budgets as requested. Coordinate process of expense reports, billing, and payments.

Maintain the Assistant Dean’s files, order supplies for the office, receive and process mail for the Assistant Dean's signature and respond to inquiries, prepare and process requisitions in Unimarket, reconcile and manage p-card expenses for the Assistant Dean, receive and respond to calls and inquiries to the Assistant Dean's Office (i.e., student complaints.) Manage the student grievance process; to include, setting up appointments to meet with the Assistant Dean and expediting written correspondence and ensuring the deadlines within the process are met.

Maintain the Assistant Dean's calendars, schedule meetings, reserve meeting space, secure technical requirements, and provide administrative support for all meetings. This includes other duties as assigned by the Assistant Dean. Function as an internal and external liaison for the purpose of researching and providing required program information, responding, to questions, schedules functions and resources. Serve as the first point of contact for all inquiries to the Assistant Dean's office.

Assist the AD and the department chairs/directors with the collection, distribution and analysis of reports (i.e., program reviews, annual accreditation, outcome assessment, etc.) and surveys (i.e., graduate, employer, etc.)

Provide backup administrative support to the Dean's Office when needed.

Required Qualifications:

A high school diploma or GED

Minimum of three (3) years of relevant and progressively responsible experience

Advanced knowledge and demonstrated experience with Microsoft Office, i.e., Word, Excel, PowerPoint, Access and Outlook is required as well as Adobe Acrobat Pro and a general knowledge of web based portals.

Strong oral, written and interpersonal communication skills, including composition, editing, grammar, punctuation and proofreading skills.

Supervisory skills.

Ability to work independently, in a fast-paced environment, with attention to details and deadlines.

Demonstrated organizational skills, including the ability to prioritize tasks.

Effective customer service and conflict resolution skills. Ability to deal tactfully and effectively with students, faculty, administrators, business/industry representatives, community organizations and the general public required.

Preferred Qualifications:

Associate’s degree

Experience in a post-secondary institution.

Knowledge of medical terminology.

Event planning

Hours Per Week:40 Required Documents:Cover Letter, Resume/Curriculum Vitae