Department Admin

Position Objective

Working under limited supervision, provide overall administrative management and coordination for the Master of Science in Anesthesia program in Washington, D.C. Duties include a limited variety of business‑related functions: clinical onboarding, finance, marketing, budget, recruiting, event management, and human resources. Serve as backup office manager and collaborate with the Manager of Administrative Operations to address clinical rotation responsibilities and other key administrative duties.

Function as a technical resource and advisor exercising discretion and independent judgement. The department administrator has authority to waive or deviate from established policies and procedures without prior approval. This position will be working out of our location in Washington D.C.

• Prepare and maintain program budget needs, specifically in terms of student educational supplies and equipment, faculty needs, office supplies, and program catering needs. Prepare requisitions, reimbursement requests, and make PCard purchases for the full‑time staff of the MSA program. Process guest speaker honorariums. Set up independent contractor agreements. Order and maintain office supplies. Make travel arrangements and prepare travel expense forms for reimbursement.
  
  Maintain up‑to‑date knowledge of university’s travel policy. Track expenses on an on‑going basis. Consider past requirements and expenditures and analyze program needs on both a short‑ and long‑range basis in order to present a budget plan for each fiscal year. Perform needs assessment, make projections based on multiple items and variables, analyse budget variances and recommend courses of action. Prepare monthly analytical reports and analyses for the manager of administrative operations.
  
  (20%)
• Manage local clinical rotations in coordination with the manager of administrative operations. Responsible for student onboarding paperwork, learning hospital onboarding systems, tracking compliance, communicating with clinical instructors, advising and instructing students on onboarding procedures. (20%)
• Support the leadership team in implementing long‑ and short‑term program strategy planning goals, particularly in terms of clinical rotation management, financial management, accreditation reporting, marketing and recruitment, program expansion, and increasing the quality of program applicants. In coordination with manager of administrative operations, develop work plans with key activities, deliverables, and milestones for self and program team. Provide the expected results or outputs from each key activity or strategic initiative.
  
  Report on milestones achieved during regular staff meetings. (10%)
• Plan and coordinate local recruiting activities for the program to increase enrollment. Arrange for presenters to attend high school and college classes and other recruiting events. Attend local college career fairs. Work with MSA marketing associate to pull together appropriate materials and giveaways that will attract the attention of prospective students. Host, advise & instruct prospective students and their parents during on‑campus visits.
  
  Meet with marketing associate and manager of administrative operations on a regular basis to collaboratively develop a local recruitment strategy. (10%)
• Manage local program events (e.g. white coat ceremony, open houses, clinical instructor dinners). Identify target audience, select and reserve venues, manage the teams of people responsible for each function, manage the budget, and oversee the execution of the event. Supervise the services of outside vendors. (10%)
• Manage all aspects of the MSA Program’s job shadowing program, including setting requirements and expectations for observers, interpreting hospital policies regarding student visitors, and implementing program policies and procedures to ensure compliance and efficiency and identify improvements. Create application materials such as job shadow application, observer agreement, and confidentiality agreement. Take, prioritize and schedule student shadowing requests; oversee the shadowing day.
  
  Exercise discretion and independent…