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Job description
Office Manager and Executive Assistant to the Dean - Health & SciencesPosition Title - Office Manager and Executive Assistant to the Dean - Health & SciencesFLSA - Non-ExemptFT/PT - Full TimeHours Per Week - 37.5Work Schedule - Monday-FridayPosition Salary Range - $28 hourlySummary - This position is temporary while an employee is on leave. Responsible for supervising full-time and part-time divisional support specialists and providing administrative support to all full-time and part-time faculty and divisional leadership. Serves as the executive administrative assistant to the Dean, providing calendar management, budget management, and event and project management support. Also, serves as a liaison between the divisions, Teaching and Learning Services, and the campus community, including employees and students, to support divisional workflow and information tracking management. Manages and implements current processes while evaluating and collaborating with divisional leads on new procedures and objectives.Essential Role Responsibilities - Workflow and Information Tracking ManagementInitiates Team Dynamix processes for Division.Collaborates with the Teaching and Learning Services areas, Teaching and Learning Operations (TLO), and AVPTL Executive Assistant, facilitating communication regarding updates to/changes surrounding scheduling, ad astra, and faculty staffing/additional assignment/contract processes.Collaborates with the Academic Programs Support Manager to facilitate communication for divisional events regarding request for participation of the office of the AVPTL, PEVP and OFTP.In collaboration with division leadership, develops, maintains/updates, and communicates divisional standard organizational processes.In collaboration with Dean and TLO, send out needed office communication to the division faculty at key points in semester.Facilitates T&L office move processes with AVPTL Program Manager and other stakeholders.Generate reports for department heads/deans from Colleague (ex: faculty workload, schedule, placements) or other.Oversee and maintain division specific spaces and/or classrooms/labs utilized by faculty and staff.Works with facilities/IT on needed building related issues.In collaboration with Division Leadership, coordinate division-specific in-person and virtual event planning.Oversees the workflow and processing of interdepartmental college forms, requests, and inquiries.Oversees the workflow, course/section petitions, and waivers in Colleague.Cross trains and performs tasks, as needed.Dean SupportProactively anticipates the administrative, operational, and scheduling needs of the Dean and division, prioritizing competing demands effectively to ensure smooth day-to-day operations.Coordinates logistics for internal and external meetings including sending calendar invitations and scheduling rooms/locations.Prepares meeting materials such as agendas, organizes and distributes agendas, takes/edits notes/minutes, and briefings; supports scheduling for the Deans' meetings, and divisional events and trips.Manages, collects, and organizes documents requiring Dean's approval (e.g., Promotion, Sabbaticals, MAPs), including managing the dean's electronic signature as needed. Follows up on deadlines and needed approvals.Support the monthly creation and distribution of division newsletter by collecting information, sending out notices, etc.Budget ManagementSupport budget development cycle.Monitoring and tracking budgets.Support grant management as needed.Managing approvals, reimbursements, POs, etc. within division and supporting departments.Managing closeout processes.Communicating about budget processes and issues.Oversee and approve division purchasing in collaboration with division leadership, and as needed, departmental purchasing.Submits/facilitates reimbursements for the faculty and staff of the division.MiscellaneousLeadership & Initiative: Demonstrates strong administrative leadership skills, a proactive approach, and sound decision-making capabilities to lead support staff and advance divisional goals.Anticipation & Prioritization: Exceptional ability to anticipate needs, prioritize competing responsibilities independently, and maintain workflow efficiency in a dynamic environment.Professional Demeanor & Personality: Possesses a positive, approachable, and adaptable personality with strong problem-solving skills and emotional intelligence.Confidentiality: Ability to maintain strict confidentiality and handle sensitive information with discretion.Communication Skills: Excellent writing skills with the ability to draft and edit high-quality written materials and correspondence. Exceptional verbal communication skills exercising high diplomacy, collaboration, and problem-solving.Interpersonal Skills: Outstanding interpersonal skills with the ability to interact with diverse internal and external constituents diplomatically and collaborate effectively.Perform other duties as assigned.SupervisionSupport Specialists: Full-time and Part-time Provides proactive administrative leadership, supervision, and daily direction to full-time and part-time support specialists, fostering a collaborative, supportive, and high-performing office environment.
Worksite address
columbia, MD, 21044, US
Who can apply
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