The Medical School Dean’s Office is a fast–paced, highly professional work environment. The Office Manager is charged with managing administrative responsibilities of the Medical School Dean/Vice President for Health Sciences. In addition, the Office Manager administers the day-to-day office activities including supervision of two administrative professionals. The Office Manager serves as the liaison for and representative of the Medical School Dean’s Office and must be well-organized and knowledgeable about the Office, the School, the Academic Clinical Affairs, UMPhysicians, Fairview Health Service, and the University.
Duties and Responsibilities:
Administrative Planning and Scheduling (40%):
The Office Manager is responsible for the oversight, prioritization, and strategic planning of the daily and weekly schedule for the Medical School Dean/Vice President for Academic Clinical Affairs.
The Office Manager will oversee the primary Executive Assistant for the Medical School Dean/Vice President of Academic Clinical Affairs. Stakeholders include Medical School students, faculty, staff, administrators, UMPhysicians, Fairview Health Systems, legislators, community leaders and national and international academic leaders.
It is the Office Manager’s responsibility to monitor critical action items and ensure that that Dean/VP is briefed for upcoming meetings, conferences and other events.
The Office Manager reviews, prioritizes, and routes incoming communications, manages unscheduled internal and external inquiries, researches, compiles and summarizes background information, independently investigates issues, recommends possible solutions and initiates and composes correspondence.
Administrative Representation and Liaison (20%):
The Office Manager represents the Dean/VP to internal and external entities. It is the Office Manager’s responsibility to act as a liaison with students, staff, faculty, other University/UMPhysicians/Fairview Health Systems administrators and community, state, national and international contacts.
In addition, the Manger must create, cultivate and maintain strong relationships with professional colleagues across the Medical School, University, UMPhysicians, Fairview Health Systems and related offices.
This person is often the initial representative in situations requiring problem solving, tact, and empathetic communication skills.
The Office Manager must be able to value diversity, research, analyze and encapsulate issues on behalf of the Dean’s Office and prepare appropriate responses.
The Manager is the central contact point for information dissemination to the Medical School.
Office Administration (40%):
Lead worker for the Dean’s office team with authority and responsibility for all administrative services in the Dean’s Office. Coordinates and ensures undisrupted support for the executive leaders and their functions (such as reception, faculty governance support, and executive meeting minutes).
The Manager will draft, edit and proofread agendas, correspondence, documents and reports from the dean and other administrators. This person often will design and prepare slides for lectures and presentations. The Manager also will write correspondence of a sensitive and confidential nature.
Provide administrative support to the Dean’s Department Head Council, including setting of meetings, organization of agendas, research and preparing support documents and drafting meeting minutes. Provide technological set-up and administrative support for the Department Head Council meetings.
Conduct studies into administrative problems, summarize and make recommendations for organization and staffing, equipment and materials purchasing, business systems and methods of operation. Develop and sustain an effective, efficient and logical organizational system for the Dean’s Office to include electronic management of paper files, emails, meeting notes.
Oversee the smooth and efficient operation of multiple projects, simultaneous deadlines, and exacting standards. Ensure that the office structure and processes enable staff to meet the School’s mission and administrative goals. Provide vision and leadership for developing and implementing effective office administrative systems.
Supervise preparation of documents for purchasing, reimbursements, expense transfers, processes for travel arrangements, and travel reimbursement.
Manage and direct workflow and staff of the Dean’s Office.
Independently assign work related to requests addressed to the Dean/VP.
Ensure appropriate office staffing and support with strong customer service focus and a high degree of integrity, efficiency and effectiveness. Approve and coordinate staff time away and back-up support.
Responsible for hiring, training and supervising two executive assistants and temporary workers.
Coordinate and oversee services provided by the office staff, responsible for problem-solving and responding to performance issues, including discipline, suspension or discharge of employees.
Conduct annual performance reviews of staff and make recommendations on salary and rewards, foster teamwork, coaching and promoting professional growth of staff.
Implement affirmative action, equal opportunity and diversity initiatives.
*The Medical School Dean’s Office Manager works closely with the Medical School Finance Office to plan, forecast, monitor and approve the Dean’s Office Operating Budget.
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
All required qualifications must be documented on application materials.
BA/BS with at least 2 years of experience or a combination of related education and work experience to total 6 years.
Experience with office management.
Experience with project implementation.
Demonstrated ability to be a high performer in a fast-paced, rigorous, office environment.
Previous experience supporting a senior leader.
Previous experience working in a higher education institution.
Previous experience in a clinical or healthcare administration setting.
Internal Number: 329656
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.