Administrative Manager

Overview

Department: 38923 Wake Forest University Health Sciences - Gerontology

Status:
Full time

Benefits Eligible:
Yes

Hours Per Week: 40

Schedule Details/Additional Information:
Monday to Friday

Pay Range: $28.55 - $42.85

The Administrative Manager provides operational, HR, financial, and faculty-support leadership for the large and complex Gerontology Section. This role oversees the administrative support team and personally performs advanced administrative functions requiring deep institutional knowledge, independent judgment, and exceptional organizational skill. The Administrative Manager serves as the section’s expert in Workday, Deem, Mountain Pass, Microsoft 365, and key compliance areas including credentialing, faculty affairs, travel/expense, CE/CME, and Uniform Guidance.

• Faculty Affairs & Mountain Pass (Manager-Owned)
  • Serve as the section’s expert in Mountain Pass.
  • Prepare and submit all faculty appointment documentation, including:
    • Adjunct
    • Secondary
    • Emeritus
  • Draft letters, track approvals, and maintain documentation for faculty affairs.
  • Coordinate with Faculty Affairs and departmental administration to ensure timely compliance.
• Clinical Credentialing & Compliance
  • Oversee credentialing and recredentialing processes for faculty and advanced practice providers.
  • Manage and track all faculty licenses, including:
    • Medical license(s)
    • DEA license
    • Any required specialty certifications
  • Maintain faculty transcripts and compliance files.
  • Serve as the primary contact for compliance documentation requests.
• Time Study & Huron
  • Complete faculty Time Study submissions.
  • Maintain Huron access and ensure faculty reports meet institutional and federal standards.
  • Track deadlines and communicate requirements to faculty and leadership.
• Continuing Education, CME, and Professional Development
  • Act As The Section’s Subject Matter Expert For
    Continuing Education (CE) and Continuing Medical Education (CME).
  • Assist faculty with CE/CME registrations, reimbursements, documentation, and compliance.
  • Manage Professional Development (PD) Fund tracking:
    • Maintain detailed PD balance logs
    • Communicate monthly balances to faculty
    • Ensure PD spending aligns with institutional rules and Uniform Guidance
  • Review all CE/CME and PD expenses for allowability.
• Research & Grants Support
  • Not a grants manager role but must have strong working knowledge.
  • Apply 2 CFR 200 Uniform Guidance to administrative, travel, and operating-expense decisions.
  • Identify allowability, allocability, and reasonableness issues in expenses and purchases.
  • Support faculty and grants staff with:
    • Biosketch preparation and updates
    • Other Support documentation
  • Maintain familiarity with NIH and NIA requirements and preferred formats for compliance.
  • Understand connections between travel, procurement, payroll, and grant compliance.
• Systems Leadership & Technical Expertise
  • Microsoft 365 – Required, Advanced Proficiency
  • Outlook (advanced delegation and calendar management)
  • Teams (channels, tagging, file management)
  • SharePoint (site permissions, document structure)
  • Excel (formulas, reconciliation, compliance tracking logs)
  • Word, Power Point
  • One Drive file organization and shared access management
• ERP Systems – Required (Workday Strongly Preferred)
  • HR and staffing transactions; supervisory org updates
  • Onboarding, job changes, position modifications
  • Expense reports, P-card verification, spend authorizations
  • Supplier setup, PO requisitions, supplier invoices, misc payments
  • Running and interpreting Workday reports
  • Troubleshooting Workday issues and guiding faculty/staff
• Travel System Expertise – Deem Preferred
  • Manage faculty travel through Deem (airfare, hotel, transportation).
  • Set up travel profiles, preferences, and delegations.
  • Ensure proper integration between Deem and Workday expense.
  • Assist with itineraries, receipts, and required supporting documentation.
• Human Resources, Supervisory Duties & Team Leadership
  • Supervise administrative support staff, delegate tasks, and maintain cross-training.
  • Assist with hiring, onboarding, evaluations, coaching, and performance management.
  • Support employee engagement, retention, and workforce development.
  • Serve as the administrative escalation point for faculty and staff…