Office Manager Job at https:/www.scheurer.org/careers/ in Cleveland

POSITION OBJECTIVE

Working under general direction, the Office Manager provides high-level administrative support and ensures the smooth operation of the Office of Medical Education. This role handles highly confidential, time-sensitive, and complex matters to help maximize the Vice Dean's capacity for strategic leadership. Serving as a key liaison and trusted resource, the Office Manager supports not only the Vice Dean and Executive Director but also the broader department, including 11 sub-units. With significant independence, the Office Manager exercises sound judgment and decision-making to manage day-to-day operations, resolve issues across all levels of administration, and contributes to effective financial and administrative processes aligned with the office's mission.

ESSENTIAL FUNCTIONS

Manage all aspects of a professional and efficient office for the Office of the Vice Dean for Medical Education. Provide exceptional customer service to office visitors and telephone inquiries. Handle complex and highly confidential information with discretion. Provide high-level administrative support to the Vice Dean and Executive Director, including managing calendars, coordinating events and meetings (e.g., developing agendas, taking minutes, preparing materials, and supporting communications with senior leadership and external stakeholders), and organizing office communications such as newsletters. Provide administrative support for leadership-led committees, including scheduling, documentation, and follow-up on action items. (30%)
Lead administrative support for faculty affairs in the Center for Medical Education; manage complex faculty appointment processes, reappointments, and promotion cycles. Drive the coordination of faculty development initiatives, including Medical Education Grand Rounds and the Interprofessional Scholars Collaboration in Teaching and Learning Program. Actively contributes to creating a dynamic environment for faculty engagement and teaching recognition, including the Scholarship in Teaching Awards, Academy of Scholar Educators, Top Trainee Teacher Dean¿s List, and Leadership and Medical Education programs. (30%)
Manage and authorize routine departmental expenditures, including faculty reimbursements, honoraria, independent contractor payments, and travel and professional development expenses. Oversee budget reconciliations, prepare financial reports, and support the forecasting of programmatic and operational costs. Provide high-level administrative and financial support across the Office of Medical Education, including liaising with sub-units on budget planning, supply procurement, and contract coordination. (20%)
Maintain and regularly update the Office of Medical Education¿s web presence to ensure all content is accurate, current, and aligned with institutional branding, messaging, and accessibility standards. Act as a liaison for the department, working with the School of Medicine's Marketing and Communications team as well as central University web and communications offices to ensure consistency across platforms, resolve technical issues, and support broader institutional initiatives. This role manages multiple web pages that support both student- and faculty-facing audiences, including accreditation Information, committee charges, meeting minutes, policies, departmental announcements, and program updates. Collaborate with faculty, staff, and leadership to gather, edit, and publish content, ensuring that all digital information reflects the department¿s goals and supports operational effectiveness, compliance, and clear communication. (10%)

NONESSENTIAL FUNCTIONS

Keep current on legislation, events, etc. relative to the school of medicine and medical education. Coordinate the planning and logistics of faculty development training sessions, meetings, retreats, and medical education events, including organizing audio-visual equipment, catering, and other necessary services. (5%)
Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with Vice Dean of Medical Education, Executive Director and departmental staff to maintain workflow; regular contact with the 11 sub-units of Medical Education.

University: Moderate contact with other university departments on an as needed basis to exchange information, such as Finance, Human Resources, and University Technology (UTech).

External: Occasional contact with travel and accommodation vendors to exchange information. Occasional contact with other medical schools, service providers, and event support personnel for meeting and event logistics, including catering, audiovisual setup, and retreat planning.

Students: Moderate contact with students to exchange information, schedule meetings, or to support student-facing events.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Education/ Experience: High school and 6 years of related administrative, financial or secretarial experience required. Bachelor's degree preferred.

REQUIRED SKILLS

Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making to manage complex administrative processes.
Ability to operate copy and fax machines to perform calculations and produce documents.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Proficiency in financial management, including budget preparation, expense reconciliation, and forecasting.
Proficiency in Google Suite and Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems.
Ability to meet consistent attendance. Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
Must have proven ability to establish rapport with employers, alumni, staff, faculty and students.
Ability to interact with colleagues, supervisors and customers face to face; capacity to work independently and collaboratively in a fast-paced environment.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using a computer mouse and keyboard to type. May occasionally require evening hours to support events, retreats, or time-sensitive projects. Some lifting or moving of materials may be required for event setup or office organization. Frequent use of a computer and other standard office equipment.

Position is eligible for hybrid/remote work schedule, in accordance with the university's hybrid work policy, after completion of 90-day orientation period.