Manager, Office Operation - School of Medicine

Wayne State University is searching for an experienced Manager, Office Operation - School of Medicine at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Job Purpose

Maintain fiscal integrity and steward the financial resources allocated to Development and Alumni Affairs at the School of Medicine (SOM). Conduct personnel functions and manage office operations for the unit. Collaborate with divisional human resources (HR) and business affairs staff on personnel and financial matters. This position reports to the Associate Vice President, School of Medicine Development and Alumni Affairs.

Essential Function

Responsible for management and distribution of allocated financial resources. Monitor budget, expenditures, encumbrances and account balances. Review and reconcile monthly financial statements and process corrections, adjustments and encumbrance liquidations as needed.

Prepare, analyze and reconcile financial transactions to ensure accuracy and compliance with established accounting principles, university policies and procedures. Deposit revenue, process employee reimbursements and vendor payments within established division standards and timelines. Act as delegate in TravelWayne for SOM development staff. 

Prepare budget projections, conduct cost analysis and forecast expenditures and revenue to anticipate funding requirements. Conduct needs assessments and recommend reallocation of funds as necessary to accommodate specific needs and ensure full utilization of allocated SOM funds. 

Supervise a diverse staff, effectively managing performance to meet individual and team initiatives; foster a collegial and highly productive work environment. Recruit, interview, hire, train, coach, evaluate, and discipline staff. Establish and communicate performance expectations in a manner that motivates and empowers staff to fulfill job duties. Encourage, support, and ensure employee participation in training and development programs.

Work with division HR office to facilitate onboarding process for new SOM employees, serve as timesheet super-user and provide oversight of employee performance planning, tracking and evaluation procedures. Assist hiring managers with candidate screening, interviewing and selection process when necessary. 

Coordinate and monitor purchase requisitions for unit. Recommend equipment needs for staff; negotiate purchase and service agreements; oversee office space allocation for unit.

Act as unit liaison with other university departments, vendors, external clients and outside professional organizations and groups. Participate on various committees and task forces. Serve as a resource to SOM team for operational activities; keep current with university administrative systems, services, trends and developments. 

Provide oversight of SOM gift handling; ensuring timely and accurate preparation and routing of gifts to central development for data entry, and preparation of dean's acknowledgement letters.

Perform other related duties as assigned.

Work Context

This grid characterizes the position scope.

Job Reports to:  Vice President/AVP/Dean

Leadership Accountability:Develops strategic plans and interprets policy

Supervisory Accountability:Supervises professionals and non-managers

Organizational Accountability:Manages sub-unit of a department

Financial Accountability:Manages operating budget

Customer Accountability:Interfaces with customers outside the S/C/D

Freedom to Act:Operates with significant autonomy

MINIMUM QUALIFICATIONS

Education  

Bachelor's degree

Graduation from an accredited college or university with a degree in accounting, business administration or related field.

Reasonable knowledge and understanding of university policies and procedures.

Experience   

Specialist (minimum 5 years of job-related experience)

Minimum 4 years performing accounting functions on computerized administrative systems, preferably in higher education, non-profit or health care. Demonstrated knowledge of generally accepted accounting principles with emphasis on fund accounting. 

Minimum of 2 years experience managing personnel, developing and implementing policies and procedures.

Reasonable experience in organizational management, business administration and fiscal planning. 

Knowledge, Skills and Abilities

COMMUNICATIONS SKILLS: Ability to communicate clearly, concisely and professionally both orally and in writing. Strong interpersonal skills are a must. Ability to work successfully with persons from diverse backgrounds.

PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills required. Maturity, sound judgment and ability to handle multiple tasks simultaneously in a deadline-oriented environment.

ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively  in professionally prepared documents or presentations. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.

TECHNICAL SKILLS: Proficient in the use of complex administrative systems software, preferrably in the higher education environment. Proficient with Microsoft Office suite, especially Word, Excel and Teams. Ability to understand and translate complex concepts into lay terms.

LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.

LEADERSHIP SKILLS: Demonstrated strong leadership skills that can influence and motivate individuals and groups to achieve results. 

TEAMWORK: Ability to collaborate effectively with colleagues within the division and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.

DIVERSITY, EQUITY & INCLUSION: Demonstrates a commitment to diversity, equity and inclusion through continuous development, modeling inclusive behaviors and proactively managing implicit bias.

H86 - Development & Alumni Affairs

H8605-Developmnt office

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

• Compensation type: Annual Salary
• Hourly rate:
• Salary minimum: $65,000
• Salary hire maximum: $75,000

Normal office environment

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)
• Prior posting/requisition number:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.