Administrative Supervisor

Are you ready to take the next step in your administrative career and make a significant impact? The Division of Cardiovascular Medicine seeks a dynamic and experienced Administrative Supervisor to lead a team of administrative associates supporting our division. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care.

As the Administrative Supervisor, you will be crucial in managing a team of six administrative associates who provide essential support to our division. You will also have the opportunity to directly support 1-3 faculty members, assisting them with moderate to complex calendaring and administrative tasks.

Key responsibilities include:

Team Leadership: Lead, mentor, and motivate a team of administrative associates to ensure the smooth operation of divisional administrative functions.
Policy Enforcement: Help develop and enforce administrative policies and procedures to maintain efficiency and compliance within the division.
Performance Management: Conduct regular performance evaluations and provide constructive feedback to team members to support their professional development.
Faculty Support: Provide direct administrative support to 1-3 faculty members, managing their calendars and assisting with various administrative tasks as needed.
Division Support: Serve as a central point of contact for general divisional inquiries and provide support as required to ensure the division runs smoothly.

Joining our team means becoming part of a collaborative and innovative environment dedicated to advancing cardiovascular medicine. If you're ready to make a difference and take on new challenges, we encourage you to submit your resume and cover letter today.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.