University of Utah Manager, Administrative in Salt Lake City, Utah
Open Date 05/17/2019
Requisition Number PRN20739B
Job Title Manager, Administrative
Working Title Manager, Administrative
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40.00
Full Time or Part Time? Full Time
Work Schedule Summary
VP Area U of U Health - Academics
Department 00958 - DFPM-Administration
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $56,000-$60,000 DOQ
Open Until Filled Yes
This is a Department-wide position that provides support to the Chair of the Department of Family & Preventive Medicine and the four Divisions within the Department:
• Division of Family Medicine (16 auxiliary track faculty).
• Division of Physician Assistant Studies (9 auxiliary track faculty).
• Division of Public Health (8 tenure track faculty, 6 auxiliary track faculty).
• Division of Occupational and Environmental Health (4 tenure track faculty, 6 auxiliary track faculty).
The 49 faculty, along with numerous adjunct faculty (approx. 900) rely on this position to manage all academic matters and governance issues as they relate to the Department’s position within the School of Medicine and the University. These include:
• Act as liaison and single point of contact to offices of VP for Academic Affairs and VP for Health Sciences on academic matters.
• Plan and organize activities associated with faculty recruitment.
• Monitors and coordinates the formal review process for tenure-track and auxiliary track faculty in connection with retention, promotion, and tenure actions.
• Administers formal processes for faculty resignations, retirements, sabbatical leaves, and emeritus status.
• Coordinates faculty elections as appropriate for faculty service (appointed duties and positions as well).
• Maintains records of actions.
• Updates and maintainsMBMfaculty information.
• Coordinates schedule for Department standing meetings and maintains the on-line department calendar.
• Coordinates and plans faculty, staff and student events as requested.
• Provides support for Department-wide Meetings
a. All Faculty Meetings.
b. Department Executive Committees.
c. Department Advisory Committees (DAC).
d. Division and Department level Search Committee(s).
1. Monitors and coordinates the formal review process for tenure-track faculty in connection with retention, promotion and tenure actions, and provides guidance to committees and individuals working withRPTand formal review processes. Serves as support for the Department of Family & Preventive Medicine “Department Advisory Committee” (DAC).
2. Monitors and coordinates the formal review process for auxiliary-track faculty in connection with reappointment, and promotion actions and provides guidance to committees and individuals working with and formal reappointment processes. Serves as support for the Department of Family & Preventive Medicine Appointments Advisory Committee.
3. Plans and organizes activities surrounding faculty recruitment and onboarding to conform to University, Department andEEOguidelines. Works with Search Committee(s) and arranges on campus interviews/visits. Responsible for planning agendas, meetings, luncheons, hotels, flights, and other transportation. Uses the PeopleAdmin online recruiting program to post faculty positions and hire new faculty.
4. Manage/Generates Contracts or Letters of Agreement for joint hires with other University entities. Coordinates the formal process for all new faculty appointments. Serves as support for the Department Level Search process meetings.
5. Receives, interprets and processes necessary information related to all faculty personnel actions, provides information and guidance, and serves as a resource to the Chair/Chief and faculty on matters of Department and University faculty-related policy. Ensures that faculty personnel actions conform to policy.
6. Department Faculty Meeting: preparation of agenda, minutes, coordination of agenda items, and guest speakers.
7. Department of Family & Preventive Medicine Academic Calendar: schedules Department of Family & Preventive Medicine committee meetings for the academic year, sends notifications to committee chairs and members, schedules rooms, posts meeting information on the online calendar and maintains/updates Department calendar as needed.
8. Event Planning: planning of fall (and spring) faculty retreats, faculty farewells and retirement events. Responsibilities include: invitations, agendas, coordination of caterers, decorations, activities and guest speakers.
9. Faculty Rosters: maintains Master Faculty Roster, Department Faculty Meeting, Voting, and Faculty rosters for the Department.
10. Surveys and reports: completes annual Department-wide surveys and reports as required by various state and national organizations including but not limited to theAAMC,DOPL, etc. Also completesMBMquarterly faculty activity reports, and contributes to portions of the accreditation reports.
11. Coordinates faculty elections, as appropriate, for faculty service on Department and University committees and councils. Maintains record of faculty participation on such committees.
12. Administers formal processes for faculty resignations, retirements, request for sabbatical leaves, and emeritus status.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Bachelor’s degree in a related area or equivalency (2 years related work experience may be substituted for 1 year of education). Four years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.
Master’s degree in a related area may be preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Baccalaureate degree is required, some graduate education is preferred.
Work experience within a higher educational setting.
Type Benefited Staff
Special Instructions Summary
The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: firstname.lastname@example.org or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: email@example.com .
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with priorURSservice, may elect to enroll inURSif they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits fromURSare subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.This position may require the successful completion of a criminal background check and/or drug screen.