What are the responsibilities and job description for the Administrative Manager, Office of the Dean position at AWSOM200 Alice L. Walton School of Medicine?
Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.
Required Documents to Apply:
Please provide a resume and cover letter.Job Description:
Administrative Manager, Office of the Dean
The Alice L. Walton School of Medicine (AWSOM) is seeking an experienced, motivated, dedicated and highly innovative individual to join us as Administrative Manager, Office of the Dean.
About The Position
The Administrative Manager provides administrative management to the Office of the Dean within the Alice Walton School of Medicine (AWSOM). This position has primary responsibility for the management, oversight, and implementation of administrative operations within the Office of the Dean and provides administrative expertise and executive-level support to the Dean.
The Administrative Manager serves as a knowledgeable administrative resource possessing knowledge and understanding of school policies, practices, and processes, as well as sound judgment and decision-making skills. The Administrative Manager reports directly to the Dean/CEO and supervises team members which support all functions of the Office of the Dean.
Key Responsibilities
Office Management and Oversight:
- Oversee day-to-day operations within the Office of the Dean, optimizing office procedures and promoting innovation.
- Identify opportunities to enhance office objectives, security, and efficiency.
- Lead and participate in meetings, exercising discretion and independent judgment.
- Direct, manage, and develop office staff to align tasks with priorities.
Executive Support and Stakeholder Engagement:
- Manage the Dean’s calendar, prioritizing appointments and ensuring optimal time management.
- Coordinate leadership meetings, including agenda preparation, minute-taking, and follow-up on action items or assignments.
- Serve as a confidential assistant to the Dean, safeguarding sensitive information and maintaining professional discretion.
- Develop reports, presentations, and other materials for the Dean and senior leaders, ensuring resources are available before engagements.
- Building strong cross-functional relationships and facilitating effective information flow.
Administrative Operations and Project Management:
- Execute special projects, programs, events, and initiatives, collaborating with various departments to achieve objectives.
- Ensure accurate document retention, enabling quick access to information and efficient workflow.
- Investigate and resolve complex administrative issues with innovative, compliant solutions.
- Manage the Dean’s Office budget, overseeing expenses and promoting fiscal responsibility.
Communication and Coordination:
- Maintain effective communication with stakeholders, tracking and coordinating correspondence and deadlines for the Dean’s attention.
- Cultivate relationships with the Dean’s senior leadership team to implement and coordinate the Dean’s priorities across departments.
- Facilitate timely dissemination of information to ensure alignment with the Dean’s objectives and maintain a high standard of service.
- Initiate and respond to communications on behalf of the Dean, demonstrating strong writing skills to ensure clear, concise, and professional messaging across all formats, including emails, reports, memos, and presentations.
Minimum Education
- Bachelor’s degree in administration or a related field.
Minimum Qualifications
- 10 years of experience in executive-level support, team management, hiring, and performance evaluations in a higher education, medical school, or healthcare environment.
- Supervisory experience.
- Exceptional communication skills (both written and verbal) and a team-player mentality with a proactive approach to responsibilities.
Preferred Work Experiences and Qualifications
- Experience in a medical school or higher education setting.
- Coordination skills including travel, event planning, and calendar management
- Strong project management skills, including experience in executive-level projects.
- Proficiency in managing operational, planning, and administrative systems in a complex organization.
- Demonstrated budget management skills and familiarity with higher education policies, processes, and data systems.
Skills Expected of All AWSOM Team Members
- Exemplary written, verbal and other communication skills
- Adaptable and flexible to the needs of the position and the school
- Collaborative Skills: Build and maintain relationships internal and external to the organization
- Creative and Open-Minded: Enjoy exploring and supporting innovation in teaching strategies, topic areas, professional growth opportunities, and more
- Discerning: Ability to recognize and support innovation
- Highly self-directed, and reliable and accountable
- Strong commitment to self-care
- Committed to Diversity and Inclusion
- Ability to work effectively with a wide variety of stakeholders (e.g., co-workers, students, community members)
- Ability to effectively mentor a diversity of individuals
- Commitment to meet and maintain professional development requirements related to this role
