Office Manager - South Portland, United States - University of Medicine and Health Sciences

Description

Office Manager Job Posting

University of Medicine and Health Sciences, Portland, Maine

This is an exciting opportunity to become part of a team which provides high quality medical education for medical students graduating from the basic sciences program into a pre-clinical program preparing them to commence their clinical training.

The Office Manager position is an integral role of the UMHS Maine Campus administrative team, being responsible for the oversight and smooth running of day-to-day operations at the campus.

The Office Manager will also perform a wide variety of clerical, administrative and supervisory tasks for the University of Medicine and Health Sciences, Pre-Clinical Fifth Semester Program in South Portland, Maine.

• General Responsibilities_
• Supervise and coordinate daily workflow in accordance with established policies and procedures; sets priorities to meet calendar deadlines; reviews departmental policies and procedures for efficiency and effectiveness and recommends improvements
• Train, supervise, monitor, plan and issue work assignments and schedules to administrative staff and standardized patients
• Assist staff with unusual or difficult tasks
• Assist with/carry out performance evaluation
• Responsible for communicating personnel issues to the attention of the Director of the Maine Campus
• Coordinate, initiate, prepare, process, and monitor various financial, administrative, operations forms, records, reports, schedules, and other documents
• Develop, compile and maintain various logs and other manual recordkeeping systems related to assigned functions for regular and special reports requested by supervisor or others
• Develop, organize and maintain various departmental files and computerized records, frequently involving cross filing and crossreferencing systems.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records using computers: design and basic programming of appropriate databases and data management/reporting systems using PC software; initial database input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Perform various bookkeeping functions: initiate and process financial documents related to operating budgets, capital budgets, special accounts, etc. and create reports
• Maintains contractor invoicing, availability and scheduling; manages all aspects of contractor onboarding, timesheets and expense reports
• Ensures timely and accurate completion of required documents by other University personnel and outside individuals and organizations
• Serves as an administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key University personnel; respond to various questions, coordinate services, handle special requests or problems and provides advice on appropriate actions as necessary
• Organize and coordinate various departmental activities/events as necessary. Confer regularly with immediate supervisor, other department and University personnel, and/or various outside individuals and organizations to plan and coordinate activities, exchange information, resolve problems, and other related tasks
• Crosstrained to perform general office responsibilities such as reception duties, prepare documents/correspondence using Word, order office supplies, maintain appointment calendars, set up meetings, photocopies and scanning documents, screen and mail distribution
• Performs related duties as required
• Qualifications and Experience_
• Bachelor's degree in business or related field preferred
• Minimum of three years related experience including minimum of one year of supervisory experience
• Superior administrative and organizational skills
• Proficient utilizing Microsoft Office suite and webbased platforms, ability to adapt to new digital resources
• Excellent interpersonal skills
• Ability to function independently and work as part of team environment as well

- _Compensation and Benefits_

• Competitive salary commensurate with qualifications and experience
• Excellent health insurance with generous company contribution
• Company paid disability and life insurance
• 401(k) plan
• Flexible time off policy
• EEO Statement Summary Consistent with federal and state law and University policy

UMHS 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 will not be permitted to have an adverse influence upon decisions regarding students, employees, applicant