Administrative Manager, Office of Faculty Academic Affairs, Dell Medical School

Job Posting Title:

Administrative Manager, Office of Faculty Academic Affairs, Dell Medical School

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

Purpose

In partnership with the Assistant Director of Office of Faculty Academic Affairs (OFAA) and the Appointment, Promotion, and Tenure (APT) Program Manager, the Administrative Manager will provide high level administrative support to the OFAA and coordinate projects across the department. The Administrative Manager will ensure project plans and tasks are organized to enable collaboration with emphasis on goals, timelines, communication, implementation and evaluation. 

Responsibilities

• Develop and execute faculty academic affairs project plans in partnership with the Assistant Director and APT Program Manager, including project life cycle, budget, resource requirements, change management processes, risk management, key milestones, evaluation procedures, communication, and deliverables. 

• Coordinate, develop, direct, and evaluate all projects across the department to align project timelines, execute departmental priorities, and provide progress reports on departmental activity. 

• Manage and execute departmental communication schedules that include updating faculty contact lists, faculty development program cohorts, the monthly OFAA newsletter, departmental leadership contact lists, as well as appointment, promotion, tenure, and related process timelines.  

• Respond to internal and external Dell Med faculty data requests, including data entry and report generation. 

• Create visual aids and guidance documents to support department chairs and faculty decision-making regarding faculty promotion, appointment, evaluation, and development. 

• At the direction of the APT Program Manager, manage and document annual Dell Med faculty promotion and evaluation processes at the departmental, decanal, and central leadership levels for reporting to college and university leadership.   Provide administrative support as needed to advance relevant processes.  

• Coordinate decision-making and process implementation to address ongoing list of procedural changes related to appointment, promotion and tenure processes, policy decisions, and action items.  

• Manage project implementation including addressing emergent issues and proactively mitigating project risks with an emphasis on time schedule control to ensure all tasks are completed within established timelines and in alignment with related financial and administrative functions.  

• Observe and analyze existing faculty academic employment processes and work with stakeholders to determine and implement new models. Assist in the development of data collection and measurement tools to gather relevant information.  

• Design and implement automated internal workflows where possible that reduce departmental administrative overhead and track departmental processes. 

• Coordinate logistics for meetings and project groups, develop agendas, and capture meeting minutes. 

• Other related duties as assigned.

Required Qualifications

Bachelor's degree in a related field and 5 years of advanced administrative functions. Ability to prioritize responsibilities and manage multiple concurrent projects. Ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Advanced proficiency in Microsoft Office software, such as Outlook, Word, Excel, PowerPoint. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience in a higher education setting. Experience in faculty or academic affairs, working at an academic health center, or in a healthcare setting.  Experience with providing project management support for complex systems in a fast-paced environment.  Master's degree in business or healthcare administration, or other related field. Experience with process improvement and project management. Proficiency in working in a broad stakeholder landscape and balancing completing priorities. Proficiency in project management software such as Smartsheet. 

Salary Range

$60,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

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Required Materials

• Resume/CV

• 3 work references with their