PROGRAM MANAGER II

General Responsibilities

• Administratively manages a large or complex University program or multiple programs.
• Provides input in the development of program plan and objectives with responsibility for achieving objectives within defined parameters.
• Typically supervises small staffs and are responsible for long range planning.
• Budgeting, networking/public relations, technical training and assistance, grant and report writing.
• Handles regulatory responsibilities, contract submissions and identifies research funding.
• Handles event planning and oversight of construction projects.

Additional Duties

• Draft, edit, and proofread correspondence, reports, agendas, proposals, contracts, and other departmental documents.
• Edit transcriptions and prepare professional communications and presentations.
• Cook up and manage clinical and office schedules using Outlook.
• Schedule and coordinate meetings, conferences, and domestic and international travel arrangements.
• Serve as a liaison with off-site clinics to ensure efficient utilization of the Department Chair's time.
• Coordinate and co-facilitate weekly departmental meetings.
• Coordinate monthly faculty meetings and related communications.
• Aid the Department Chair with course master responsibilities.
• Post lectures and course materials using Canvas.
• Prepare examinations, post grades, and maintain student attendance records.
• Serve as the department office manager and oversee daily administrative operations.
• Ensure departmental processes and procedures comply with department, school, university, and regulatory requirements.
• Represent the department at school and university meetings and functions.
• Assist with departmental events and activities, including alumni relations, graduation ceremonies, Grand Rounds, guest lectures, and special programs.
• Maintain departmental records, databases, and financial information.
• Prepare, analyze, and distribute a variety of administrative, operational, and financial reports.
• Supervise, mentor, coach, and evaluate the performance of departmental administrative staff.
• Facilitate weekly staff meetings and ensure equitable distribution of workloads and responsibilities.
• Oversee staff training, cross-training initiatives, and professional development activities.
• Promote collaboration, teamwork, and operational efficiency across departmental functions.
• Facilitate faculty and staff recruitment and hiring processes, including advertising positions, screening applications, coordinating interviews, and processing hiring documentation.
• Coordinate with international offices regarding visa sponsorship and related employment requirements.
• Maintain employee records and ensure completion of required training and compliance programs.
• Track continuing education (CE) requirements and maintain related documentation.
• Maintain faculty curriculum vitae (CVs), including updates to PubMed and other applicable systems.
• Ensure faculty licensure, certifications, credentials, and hospital privileges remain current and compliant.
• Manage faculty search processes, including supporting search committees, placing advertisements, and coordinating interview schedules.
• Perform other duties as assigned.

Preferred

• Proficient in all Microsoft Office applications, particularly Word, PowerPoint, and Excel.
• Working knowledge of Canvas and Oracle preferred.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Ability to serve as a facilitator, team player, and leader while demonstrating unquestioned personal and professional integrity.
• Demonstrated ability to work independently, prioritize responsibilities, manage office operations, solve problems effectively, and exercise sound judgment in decision-making.
• Proven ability to take initiative, anticipate needs, and ensure the efficient operation of a busy administrative environment.
• Ability to type a minimum of 50 words per minute.
• Ability to maintain records, filing systems, and confidential information with a high degree of accuracy.
• Ability to read, write, proofread, and perform minor editing of routine correspondence and other business documents.
• Ability to manage and coordinate the Department Chair's calendar, schedules, meetings, and special events.
• Ability to schedule and coordinate complex group meetings, lectureships, faculty appointments, and other departmental activities.
• Ability to coordinate limited patient-care correspondence and departmental financial data in collaboration with HSF.
• Ability to coordinate faculty hospital privilege appointments, renewals, and reviews.
• Ability to supervise, develop, and support administrative personnel.
• Ability to access, organize, identify, and resolve scheduling conflicts involving clinic operations, operating room schedules, travel, lectures, and meetings across UAB School of Dentistry and UAB Medicine calendars.
• Ability to develop, implement, and organize workflows that enable administrative staff to proactively identify and meet departmental deadlines throughout the year.
• Ability to foster and maintain a culture of excellence, professionalism, teamwork, and customer service within the administrative team.
• Medical office and/or academic clinical experience preferred.
• Knowledge of HSF processes and UAB Human Resources policies and procedures preferred.

Salary Range

$51,270 - $83,330

Education

Bachelor's degree in a related field and five (5) years of related experience required.

Work Experience

Work experience may NOT substitute for education requirement.