Administrative Services Manager

Overview

Under the direction of the Section Chief and the Director of Finance and Administration, the Administrative Services Manager is responsible for planning, organizing and executing all administrative functions within the Section of Cardiovascular Medicine.

Directly supervising the Administrative Team, including 11 Senior Administrative Assistants and Office Assistants. Hiring, onboarding and training of new staff. Developing and implementing administrative policies and procedures for the section. Planning of faculty meetings, retreats and other special events. Onboarding, credentialing and orientation of new faculty. Serving as the primary liaison with Human Resources, ITS, and Facilities. Working with the Dept of Internal Medicine to track and assign all office space within the Section. Monitoring faculty reimbursement and p-card processes. Sending communication on behalf of Section leaders to faculty and/or staff as needed.

Required Skills and Abilities

1. Demonstrated ability to manage a team, including hiring, training and development of staff members.
2. Outstanding interpersonal skills to effectively communicate critical information across all levels of management with the Section, Dept and School.
3. Demonstrated ability to manage multiple projects simultaneously. Flexible and adaptable to change.
4. Highly organized and efficient.

Preferred Skills and Abilities

1. Bachelor’s Degree in relevant field plus five years of related experience, or a combination of education and experience, at least 2 of which are in a leadership position.

Principal Responsibilities

1. Supervises the administrative functions of the office with responsibility for the training and development for a minimum of two full time staff members.
2. Ensures communication with various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc. Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate.
3. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality.
4. Reads through various contracts/agreements, summarizes key terms, and tracks compliance with those terms.
5. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency.
6. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials.
7. Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data.
8. Manages calendars and prioritizes activities. Ensures calendar flexibility.
9. Ensures meeting materials, presentations, speeches, etc. are prepared in advance and that preparations for all future calendar events are on schedule.
10. Oversees the coordination of events and special projects for the office.
11. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and a minimum of three years of related work experience or an equivalent combination of education and experience.