Administrative Services Manager C - Health and Human Services Division
Job posting number: #7057310
Posted: May 15, 2019
Job DescriptionDescription: The Administrative Service Manager C provides high-level support for the Dean of Health and Human Services Division and oversees complex division operations. This position works with full time and associate faculty, program directors and staff in the Allied Health Education, Child/Youth and Family Studies - BAS Degree, Early Childhood Education, Emergency Management, Family Life Education, Health, Nursing, Occupational Safety and Health, Paralegal, Physical Education, and Social and Human Services departments, as well as ongoing grant-funded programs, such as Head Start and ICATCH, and apprenticeship.
This position requires good communication skills, both oral and written; the ability to take initiative and work independently as well as part of a team; flexibility and adaptability to changing priorities and needs; excellent interpersonal and customer service skills; strong organization and prioritization skills; advanced knowledge of Google, MS Office programs; and adept at learning new proprietary software.
Specific responsibilities will include, but are not limited to:
Organizational Support: Direct administrative and secretarial support to Dean, including representing the Dean in meetings and communication with faculty and staff on Dean's behalf; overall management of Division office procedures and coordination of Division office functions; prepare and transmit confidential information; update calendar and scheduling priorities; meeting scheduling; prepare meeting agendas and minutes; train staff; management of personnel documents and payroll; attend job related workshops, seminars, and trainings; all other duties as assigned.
Work Procedures: Manage and maintain the annual and quarterly course offering schedules and related budgets from development to publication through data review and entry, detailed analysis and collaboration with faculty; manage the annual course update and review process, as well as the Program Requirement Sheet review and edit processes within the required timelines; participate in all projects connected with Schedule and Catalog databases; support transition to new systems, such as PeopleSoft, for the Division and College.
Budget Management: Manage and monitor multiple budgets including Division, grant and department budgets through development, expenditure control, management of purchases, report preparation and reconciliation; manage material purchasing requisitions, including equipment/furniture purchases and placement; gather/analyze/present data; create and manage Personnel Actions Forms for faculty.
Communication: Attend monthly Division, Department Head, FAST meetings as well as all college meetings relevant to the Division; participate in College committees as appropriate; provide regular reports and updates to faculty and Dean; attend weekly Dean, HHS and office staff meetings; take and prepare meeting minutes for HHS Division/Dept Head meetings; work collaboratively with peers and departments across campus; direct and coordinate special events and projects as needed.
Supervisory Work: Supervision of division and department program staff, including interviewing and training of full-time, part-time and student help; schedule work hours and responsibilities; complete performance reviews and improvement plans; manage employee budgets, hours and payroll.
Customer Service: Strong customer service and interpersonal communication skills to assist faculty, staff, students, and public with questions, directions, and projects; review and assess procedures for improvement of customer service; answer phones as needed and backup front desk duties; assure posting of class changes and cancellations; troubleshoot equipment issues and support all office needs when other staff are absent.
This is a classified-excepted position reporting to the Dean for the Health and Human Services Division. For information on how to apply, please see the Application Procedures and Required Documents below.