Manager, Administrative Operations

Core Job Functions

• Ensures all administrative operations run smoothly and efficiently.
• Covers services which support the running of the department.
• Plans and coordinates the duties of staff in addition to analyzing complex administrative concerns.
• Develops and implements department processes.
• Recruits and trains office support staff.
• Manages staff in the day-to-day performance of their jobs.
• Ensures projects, department milestones/goals are met and adheres to approved budgets.
• Purchases and maintains office equipment and supplies.
• Tracks and analyzes operational costs.
• Captures and coordinates delivery of office services with other departments.
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures.
• Ensures employees are trained on controls within the function and on University policy and procedures.

Core Qualifications

• High School Diploma or equivalent/relevant experience, certification or license.
• Minimum 5 Years Of Relevant Experience Required.
• Operational Management: Optimizes day-to-day operations and processes for efficiency and effectiveness.
• Organizational Development: Ability to implement strategies to improve organizational effectiveness, engagement, and manage change.
• Financial Oversight: Knowledge of financial operations and management.
• Team Leadership: Ability to create and maintain a cohesive and productive team environment, build positive working relationships and work collaboratively with others.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong verbal and written communication skills to convey ideas clearly and persuasively.

DEPARTMENT ADDENDUM

• The Gordon Center for Simulation and Innovation in Medical Education is recruiting for a Manager, Administrative Operations to assist the Assistant Director of the Gordon Center and Director of its largest training division of Prehospital and Emergency Training.
• Responsible for schedule management, office management, travel arrangements, communications, information preparation, and data management.
• This role represents the executive and their interests to others.
• Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities.
• Captures and coordinates delivery of office services with other departments.
• Supports executive with deadlines for organization and health system requirements related to clinical duties, licensing, and other professional requirements.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various divisions or meeting on behalf of the executive.
• Drafts correspondence and other documentation as needed.
• Proofreads prepared materials for clarity and accuracy.
• Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence, and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Prioritizes and manages multiple projects and/or special assignments championed by the executive.
• Aid in the execution of development initiatives for the Gordon Center including donor recognition, fundraising letters, and special events.
• Leads the planning of annual or ad-hoc special events.
• Trains and supervises lower-level clerical staff as needed.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• Attends division and other high-level meetings and takes detailed minutes, as needed.
• Develops and maintains division filing system for important documents, including digital organization.
• Adheres to University and unit-level policies and procedures and safeguards University assets.