Office Manager I - Medical Education

JOB SUMMARY
Reporting directly to the dean’s office this position will be responsible for managing and staffing the one-stop service center in student affairs suite, organizing and managing the division projects which include but are not limited to: open houses, new student orientations, campus tours for large groups, assisting with graduation, division accreditation and compliance requisitions. The office manager will work with division department directors and the dean’s office to ensure excellent customer service and student experience.

ESSENTIAL FUNCTIONS
Promotes the college’s core values and standards of excellence through respectful communication, maintenance of a safe and professional environment, synergistic partnership with those we serve, and anticipation of students’, colleagues’ and customers’ needs.
• Contributes to the development and revision of and adheres to policies and procedures.
• Assumes responsibility for own actions.
• Serves as a role model and/or mentor to students and teammates.
• Projects a professional image in dress, speech and behavior including demonstrating respect for others.
• Represents the program and college in a positive manner.
• Maintains appropriate confidentiality in all aspects of job performance.
• Provides accessibility to students and teammates by maintaining office hours and communicating in a timely manner.
• Participates in college functions (e.g., teammate/departmental meetings, new student orientation, graduation) as appropriate.
• Engages in active college committee work to include advising student clubs or organizations (waived for PRN teammates and those with fewer than 30 assigned hours per week).
• Fosters beneficial relationships and supports the greater community through service activities.

Oversees processing operations of the student affairs division
• Coordinates with each department director to ensure divisional needs are completed effectively and in a timely fashion.
• Serves as liaison between staff within the Student Affairs team and other college departments to appropriately identify support and administrative needs and priorities.
• Ensures that divisional operations are in compliance with accrediting regulatory agency standards, policies, and procedures, as appropriate.
• Uses reliable data to project space, personnel, equipment, technology, and other resource needs to the dean of student affairs and enrollment management and/or associate dean of student affairs and enrollment management.

Supervises and manages projects within the student affairs division
• Serves as project manager for special administrative projects, as assigned.
• Manages college open houses events.
• Manages and leads college orientation with directors and deans.
• Coordinates large tours, visits, and other campus events.
• Assists with graduation and other celebrations for students.
Adopted 5/20
• Assists in recruitment, onboarding, and ongoing professional development of student affairs staff assistants.

Provides administrative support to student affairs leadership.
• Participates in the student affairs staffing process: interviews, onboarding and retention.
• Ensures staff completion of system- and college-assigned assignments.
• Ensures department job descriptions are adequately defined and reviewed appropriately.
• Assist division leaders with preparation of special reports and requirements related to ongoing college initiatives and accreditation.

Maintains professional competence, including system- and college-assigned requirements.
• Possesses and continually develops position-specific knowledge and requirements.
• Works with manager to identify and schedule needed orientation and/or training related to the position.
• On an ongoing basis, participates in appropriate continuing education, training offerings or other scholarly activities (e.g., certification training, formal education, membership in professional organizations, conference attendance, presentation or publications).
• Annually evaluates own job performance and goal attainment.
• Effectively and appropriately uses computer technology appropriate to position.
• Completes relevant training, as required (e.g., annual continuing education (ACE) modules, Title IX and Family Educational Rights and Privacy Act (FERPA) training, mental health first aid training).
• Complies with Atrium Health’s clinical requirements (e.g., tuberculosis screening tests, annual influenza vaccination), as required.

MARGINAL FUNCTIONS
• Collaborates actively with the deans and directors to achieve efficient and productive processes for processing data.
• Manages the one-stop suite to provide excellent customer service and student experience.
• May be asked to step into any department within the division to assist in the absence of one of department teammates.
• Collaborates actively and productively with members of the student affairs division, college personnel, and Atrium Health employees to achieve established goals.
• Regularly attends and contributes to meetings.
• Assists with all student affairs/college programs, activities, and services as needed.
• Assists in the development and implementation of departmental and college policies and procedures.
• Works with the deans to identify needed resources and develop the unit’s budgetary needs.
• Performs other duties as assigned

PHYSICAL REQUIREMENTS
• Work requires long periods of sitting, operating keyboard, and telephone use.
• Works in a busy office environment.
• Frequent contact with various academic and health professionals.
• Work requires occasional lifting of documents and/or supplies.
• Work may require walking to different departmental office(s) on campus.
• Responsible to work in a safe manner.

EDUCATION, TRAINING, AND EXPERIENCE:
• Bachelor’s degree required, master’s preferred.
• Experience in development, fund-raising, alumni relations, public relations, student recruitment or related fields.
• Demonstrated ability to lead projects, meetings, works well with people, and foster and facilitate collaboration.
• Excellent oral and written communication skills and very strong interpersonal skills.
• Excellent writing, editing and creative skills.
• Able to supervise professionals.
Adopted 5/20
• Proven success with event planning and coordination.

PATIENT POPULATION SERVED
• Demonstrates knowledge of the principles of growth and development and possesses the ability to respond to age specific issues and data reflective of the patient’s status.
• Demonstrates the knowledge and skills necessary to provide care for the following age groups:  Neonate  Infant Child Adolescent  Adult  Geriatric  N/A

PROTECTED HEALTH INFORMATION
• Will limit access to protected health information (PHI) and to student information (FERPA protected), to the information reasonably necessary to do the job.
• Will share information only on a need-to-know basis for work purposes.
• Access to verbal, written, and electronic PHI and to student information has been determined based on job level and job responsibility within the organization. Computerized access to PHI and student information for this job has been determined as described above and is controlled via user ID and password.

MACHINE, TOOLS, AND EQUIPMENT
• Utilizes computer, telephone, copier, fax and classroom equipment including symposiums.
• Demonstrates a high level of proficiency with Microsoft Office products, SONIS, Microsoft Publisher, Adobe Photoshop, InDesign and other computer technologies appropriate to the position.

REPORTING RELATIONSHIPS
Supervised by: Dean of Student Affairs and Enrollment Management
Supervises: Staff Assistants

The above statements are intended to describe the general nature and level of work being performed by people assigned this job classification. They are not to be construed as an all-inclusive list of all duties, skills, and responsibilities of people so assigned.