Department Manager-Office of the Provost

Department Overview

The Office of the Provost is responsible for carrying out the academic mission of OHSU, providing vision, creating strategies, and prioritizing resources to ensure the quality of the mission. In doing so, the office works closely with the executive vice provost, the Office of Student Affairs, Enrollment Management, Education Innovation and Improvement, Office of Rural Health, deans, faculty, students, and staff to enhance academic excellence, student success, and the university's academic profile.

Reporting directly to the Executive Vice Provost, the Office of the Provost Department Manager is responsible for providing administrative and operational leadership for the Office of the Provost. The department manager coordinates and advances the work of the office, ensuring operational efficiency and effectiveness, supporting its strategic goals, and enhancing the office’s reputation across all missions. In addition, the manager develops, implements, and oversees an efficient operational flow, manages a team of supportstaff ensuring they are well-trained, and provides quality customer service to the departments under the Office of the Provost. This position keeps the Provost and Executive Vice Provost apprised of opportunities, challenges, and needs through strategic engagement with students, staff, and faculty groups and provides strategic advice to the Executive Vice Provost with a high level of integrity and discretion in sensitive and confidential matters.

 

Please include a cover letter with resume/CV.

Function/Duties of Position

Provost Office Administrative and Operational Leadership

Departmental Administrative Leadership

The employee is responsible for leadership and management of the administrative and operational functions of the Office of the Provost. This includes, but is not limited to:

• Oversight of HR processes: Work with the leaders in the Office of the Provost to research and put together materials, prepare epars, and monitor HR justifications and tracking budget impact changes. Lead recruitments and new employee onboarding. Review positions across the continuum for the Executive Vice Provost and serve as a resource to managers. Act as a resource on administrative procedures and provide guidance as needed on matters relating to personnel issues. Oversight of leadership searches, department academic reviews and leadership orientation.
• Serve as the central resource providing advice and support, as needed, for administrative functions across the schools and units reporting to the Provost to ensure the accuracy, consistency, and efficiency of administrative processes.
• Responsible for key contacts and communications to ensure the efficient flow of information to and from the Office of the Provost and the schools and units that report to the Provost.
• Serve as Space Coordinator, primary timekeeper and ITC and train the administrative support staff to support the units with these functions.
• Serve as liaison and coordinator for emergency preparedness for the Office of the Provost. Participate on Research/Academic Emergency Management Committee and work with office staff to conduct exercises.

Team ManagementProvide direct supervision, assign duties, and oversee the training and professional development of administrative support staff to ensure the administrative needs of the Office of the Provost are met.

• Create and maintain a cohesive team culture to provide excellent customer service to all partners and staff of the Office of the Provost. Presently administrative support staff include: i) Executive Assistant to the Vice Provosts; ii) Administrative Coordinator to the Faculty Senate and GEAHM, iii) Project Coordinator for the Office of the Provost; and iv) Office Specialist.
• Ensure the Office of the Provost office is staffed to ensure needs of the Vice Provosts and Departments leaders are met.
• Perform annual evaluations and create plans for improvements as needed for the team.
• Plan team meetings and gatherings to ensure a cohesive team culture.

Executive support, Advising, Problem SolvingThe employee is responsible for executive level support services, including, but not limited to:

• Manage the calendar for the Executive Vice Provost. Responsible for responding to inquiries in a timely and accurate manner to best meets the needs of the Executive Vice Provost and meeting requestors. Back up scheduling for the Vice Provosts.
• Prepare executive meeting documentation. The employee works closely with the Executive Vice Provost and other partners to ensure all pertinent presentation materials are gathered, organized, and produced as directed.
• Coordinate and staff, academic, o