Office Manager, Academic Affairs

Position Details

Position Information

Position Type:
Professional Staff Faculty Track

Position Title:

Office Manager, Academic Affairs

Employment Status:
Full Time (12 months)

Campus:
Portland, ME

Description

The Office Manager (OM) of the College of Osteopathic Medicine (COM) Academic Affairs assists the Associate Dean with the administration of the office and support for the Academic Affairs unit of the UNE COM. The OM oversees the general office operations and performs a wide variety of administrative tasks for the department/program.

This is a full‑time, salaried position with an annual salary of $52,000–$56,000, based on experience, skills, and qualifications.

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one‑of‑a‑kind study‑abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands‑on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full‑time service.
  • 50% tuition reduction if less than 1 year of full‑time service.

For more information about our outstanding benefits, please visit:
UNE Benefits Overview

• Serves as an administrative liaison between Office of the COM Associate Dean of Academic Affairs and students, UNE’s faculty and adjunct faculty, staff, senior management as well as parents, alumni, vendors, and other key department constituency staff.
• Manages the budgetary activity for the department and keeps the associate dean apprised: initiates and processes financial documents related to operating budgets, capital budgets, special accounts, and the like; monitors financial activity; organizes and maintains financial records; prepares related reports.
• Coordinates, initiates, prepares, processes, and/or monitors various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations.
• Coordinates the scheduling, travel arrangement support, reimbursement and payment for visiting faculty recruited to help with the delivery of the curriculum.
• Supervises the electronic posting and the manual distribution (as appropriate) of the finalized academic schedule of classes.
• Supervises the printing and distribution of letters, schedules, syllabi, exams, and grade reports.
• Ensures the timely availability of classrooms, other special facilities, and equipment (including AV equipment) for the delivery of the curriculum, as necessary.
• Provides administrative support for the Associate Dean, including (but not limited to) managing work schedule, appointments, travel arrangements, phone calls, and written correspondence.
• Manages various special projects, such as doing background research, updating various policy manuals and handbooks and archive searches.
• Develops, organizes and maintains various departmental files and records, frequently involving cross‑filing/cross‑reference systems.
• Work as part of the team to manage department‑related events generally outside of standard business hours.
• Performs other related duties as assigned.

Bachelor’s degree in business or other appropriate discipline, plus three to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Proven supervisory skills.
• Broad base of…