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Administrative Manager, Educational Affairs

Galveston, Texas, United States

New

Academic Administration

UTMB Health

Requisition # 2503995

Minimum Qualifications:

Bachelor's degree or equivalent and two years related experience.

Preferred Qualifications:

+ Incumbent should be competent in MS Word, Excel, PowerPoint, Outlook E-mail, Zoom, TEAMS, Office365, etc.

+ Ability to work well and in a collaborative manner in a team environment as well as independently when necessary

+ Excellent written and verbal communication skills

+ Excellent time management skills highlighting abilities to multi-task multiple projects, prioritize, organize, strategically plan, problem solve and meet deadlines in an organized and detail-oriented manner.

+ Prefer applicant with 3 years of experience in a management position

+ Prior work with faculty members and/or upper-level management

Job Summary:

To manage the business and other clerical activities for a department.

Job Duties:

+ Manages the overall business activities and related department activities (professional guidance, planning, supervision, and coordination of the administrative duties) for the Office of Educational Affairs (OEA) in the John Sealy School of Medicine

+ With the administrative secretary, this position will provide administrative support for the Associate Dean for Educational Affairs (ADEA) including, but not limited to:

+ Manages ADEA’s calendar

+ Triage communiques with executives, direct reports and staff members at the direction of the ADEA

+ Researches, assembles and develops various presentations, projects and reports for the ADEA

+ Manages routine administrative tasks for the ADEA’s office, as assigned. Examples may include: ordering supplies, processing invoices, filing reports, procuring equipment, managing special projects, etc.

+ Supervise and oversee duties and responsibilities of support staff

+ Conducts employee performance reviews and makes recommendations for merit increases, promotions, and demotions

+ Assists in the recruitment of staff and support personnel

+ Develops, integrates, and monitors systems for use at the division/departmental level

+ Coordinates fiscal activities

+ Prepares/monitors income and expenses to ensure compliance with budgets

+ Prepares budget requests and budget justifications

+ Assists the Associate Dean in goal setting and strategic planning

+ Manages and coordinates special projects, and provides liaison work within other departments and agencies under the direction and supervision of the ADEA

+ Oversees and coordinates procurement of equipment and supplies and manages all phases of acquisition cycle

+ Manages and supports the coordination of the weekly OEA Leadership meetings

+ May have to support the weekly OEA Leadership meetings on occasion

+ Key Control Officer (KCO) for Office of Clinical Education (OCE), Instruction Management Office (IMO), Office of Educational Development (OED) and OEA faculty and staff

+ Manage and oversee administrative support and backup for Course and Clerkship Director meetings

+ Backup support for Curriculum Committee and Curriculum Committee Subcommittees

+ Backup support for LCME Compliance Oversight Committee and LCME planning and processes surrounding accreditation and accreditation follow-up activities

+ Identifies appropriate internal controls for department; provides mechanisms to monitor and enforce compliance.

+ Performs related duties as required.

Salary Range:

Commensurate with experience.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation