POSITION OBJECTIVEWorking under general direction and reporting to The Executive Director of Curricular Affairs and the Associate Dean for Curriculum the Office Manager provides both administrative and financial support to the Office of Curricular Affairs. The office manager ensures the smooth operation of office activities and contributes to the effective management of budgets, reimbursements, and other financial processes. This position is responsible for maintaining accurate data on faculty teaching efforts, coordinating logistics for events and meetings, and supporting the leadership team. The Office Manager takes on broader activities in the management of day-to-day administrative tasks in the office, playing a crucial role in facilitating the office¿s mission to deliver high-quality medical education through efficient administrative and financial operations.ESSENTIAL FUNCTIONS
Authorize routine department expenditures, prepare or assist in preparing budgets, reconcile. monthly expense statements, budget analysis/ forecasting, expense reports. Oversee the processing of reimbursements, honorariums, and take a significant role in processing budget reconciliation for various programs and activities within the Office of Curricular Affairs. Authorization of routine department expenditures, budget management and preparation, reconciliation of monthly expense statements, and providing budgetary proposals along with other products to help direct program operations to ensure accurate tracking and management of financial records. Correspond with the executive director of curriculum to develop modifications and revisions to improve the effectiveness of program operations (30%)
Process complex and highly confidential information. Provide high-level administrative duties for the associate dean and executive director, including coordinating appointments and meetings, managing calendars, organizing office communications. (20%)
Manage attendance tracking and reporting for medical students, including consistent updating of the attendance system for students, managing correspondence between students and society deans regarding attendance or performance issues, and ensuring accurate documentation and compliance with institutional policies. (20%)
Arrange meetings and maintain necessary correspondence with attendees; takes minutes. Maintain accurate and timely records of faculty teaching efforts across all years of the curriculum and all basic science and clinical departments. Collaborate with other offices to ensure consistent and reliable data collection and reporting. (10%)
NONESSENTIAL FUNCTIONSKeep current on legislation, events, etc. relative to the school of medicine. Coordinate the planning and logistics of faculty development training sessions, meetings, retreats, and curriculum-related events, including organizing audio-visual equipment, catering, and other necessary services. (5%)Relay information on sensitive matters to constituents, external or within the university. Maintain confidential records. The office manager's role is crucial in safeguarding sensitive information related to both students and faculty. Assisting the associate dean in drafting letters of recommendation for both students and faculty. This involves accessing and managing confidential evaluations and personal information. Responsible for maintaining accurate records of student attendance in our database. These records impact students' academic standing and professional evaluations. This position will have access to sensitive student assessments, including board exam scores and responses from graduation questionnaires. Maintenance of individual faculty teaching efforts and access to faculty evaluations. These records are essential for faculty development, evaluations, and promotion considerations. (5%)Administer all aspe
