Office Manager, Academic Affairs

Office Manager, Academic Affairs

Position Type
- Professional Staff

Position Title
- Office Manager, Academic Affairs

Employment Status
- Full Time

Campus
- Portland, ME

Description
- The Office Manager (OM) for the College of Osteopathic Medicine (COM) Academic Affairs provides administrative support to the Associate Dean and assists with the overall operations of the Academic Affairs unit within UNECOM. The OM oversees general office operations and performs a wide range of administrative duties to support the department's initiatives, and daily activities.

Responsibilities
- Serves as an administrative liaison between Office of the COM Associate Dean of Academic Affairs and students, UNE's faculty and adjunct faculty, staff, senior management as well as parents, alumni, vendors, and/or other key department constituency staff. Manages the budgetary activity for the department and keeps the associate dean apprised: initiates and processes financial documents related to operating budgets, capital budgets, special accounts, and the like;

monitors financial activity; organizes and maintains financial records; prepares related reports. Coordinates, initiates, prepares, processes, and/or monitors various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations. Coordinates the scheduling, travel arrangement support, reimbursement and payment for visiting faculty recruited to help with the delivery of the curriculum.

Supervises the electronic posting and the manual distribution (as appropriate) of the finalized academic schedule of classes. Supervises the printing and distribution of letters, schedules, syllabi, exams, and grade reports. Ensures the timely availability of classrooms, other special facilities, and equipment (including AV equipment) for the delivery of the curriculum, as necessary. Provides administrative support for the Associate Dean, including (but not limited to) managing work schedule, appointments, travel arrangements, phone calls, and written correspondence.

Manages various special projects, such as doing background research, updating various policy manuals and handbooks and archive searches. Develops, organizes and maintains various departmental files and records, frequently involving cross filing/cross-reference systems. Work as part of the team to manage department related events generally outside of business hours. Performs other related duties as assigned.

Qualifications
- Bachelor's degree in business or other appropriate discipline, plus three to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Proven supervisory skills;
Broad base of general administrative and office management knowledge and skills;
Excellent administrative and organizational skills;
Experience in overseeing, organizing and maintaining moderately complex filing and records systems. Previous experience with computerized information systems;
Excellent communication, writing and math skills. Some bookkeeping/accounting training or experience may be desirable;
Ability to deal effectively with a wide variety of individuals inside and outside of the University;
Ability to function independently as well as work as part of team.

EEO Statement Summary
- Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran.

Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

Vaccination Statement (PLEASE NOTE) - Employees in clinical settings must meet the State of Maine's immunization requirements for clinical activity.

Additional Note
- This position is not eligible for H-1B visa sponsorship.

Anticipated Pay Range - $53,000 - $56,000