ADMIN OFCR 4 CX

Responsibilities

• Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and / or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.).
• Led planning, coordination, and execution of high-visibility, cross-functional initiatives that support Department of Medicine strategic and operational priorities.
• Manages a diverse portfolio of projects that may include faculty and research programs, organizational initiatives, systems and web-based implementations, and process improvement efforts.
• Provides programmatic and project support to senior leadership, including development of presentations, briefing materials, project plans, and implementation updates.
• Covers coordination across faculty, divisional leadership, and central administrative functions, including HR, Finance, IT, and Communications, to build alignment and maintain progress on department-wide initiatives.
• Serves as back-up to other project managers in the Chair’s Office.
• Develops and prepares complex budgets with multiple funding sources for grants, general appropriations, and endowments.
• Prepares short and long range planning for administrative services operations and improvements to processes.
• Provides analysis for highly complex budgetary funding, financial and resource projects.
• May serves as special resource for pre- and post-contracts and grants work, interpreting regulations and guidelines on grants and / or contracts, ensuring expenses are paid according to contract, and / or monitoring contract and grant expenditures.
• Performs administrative operations activities as predominant focus of position, with accountability for operational and budget processes, staff FTE, finance, human resources and space planning.
• Provides guidance to support staff or small number of professional staff within or outside the scope of main business activities (e.g., student services, facilities, etc.).
• Applies advanced concepts to perform analysis to determine future resource allocations on projects.
• Designs and administers surveys, needs assessments, and other feedback tools to support project planning, prioritization, and continuous improvement.
• Analyzes qualitative and quantitative data to identify trends, assess initiative effectiveness, and inform leadership recommendations.
• Develops reports, dashboards, summaries, and presentation materials to support decision-making, implementation planning, and resource prioritization.
• Evaluates operational needs and identify opportunities to improve efficiency, standardize workflows, and better align resources with departmental priorities.
• Identifies and pilots opportunities to leverage AI-enabled tools and automation to improve workflows, communication, and program delivery.
• Represents the department on business issues to the institution community and serves on committees.
• Serves as a liaison between the Chair’s Office and divisions, faculty, and central administrative units on strategic and operational initiatives.
• High level of independence, sound judgment, initiative, and accountability in managing complex work.
• Represents the Department on cross-functional workgroups, committees, and planning efforts related to systems, operations, communications, and organizational improvement.
• Supports special projects and emerging priorities on behalf of Department leadership.
• Provides flexible support across emerging priorities and projects, adapting to evolving departmental needs and taking on additional responsibilities as they arise.

Qualifications

• Bachelor's degree in related area and 5+ years of related work experience; and / or equivalent experience / training
• Advanced knowledge of program and project management concepts and practices, with demonstrated experience leading complex, multi-stakeholder initiatives from planning through implementation, including scope development, dependency management, risk mitigation, and change adoption
• Strong analytical and problem-solving skills, including the ability to synthesize complex information and data into actionable insights and recommendations
• Demonstrated experience independently leading high-visibility, cross-functional initiatives in a complex organization and driving work from concept through implementation with minimal oversight
• Demonstrated change management experience leading organizational rollouts, system implementations, and adoption efforts, including stakeholder engagement, communications, training support, and mitigation of implementation risks
• Experience using project and workflow management tools, such as Smartsheet or similar platforms, to track, manage, and communicate complex work
• Experience leading or supporting implementation of enterprise systems, digital tools, web-based platforms, or technical solutions, including requirements gathering, testing, workflow design, and stakeholder adoption
• Experience designing surveys and analyzing qualitative and quantitative data to support planning, evaluation, and decision-making
• Demonstrated ability to independently evaluate, pilot, and apply AI-enabled tools and automation to improve workflows, communication, analysis, and program delivery, with sound judgment regarding risks, limitations, and appropriate use
• Strong written and verbal communication skills, including the ability to develop clear communications, present complex information effectively, and influence stakeholders at all levels
• Demonstrated ability to prioritize and manage multiple initiatives in a fast-paced, complex environment
• Demonstrated ability to independently define approach, structure ambiguous work, and move complex initiatives forward in the absence of detailed direction
• High level of independence, sound judgment, initiative, and accountability in managing complex work