Milken Institute School of Public Health: Administrative Manager Position

JOB SUMMARY

Administrative Manager will oversee all administrative operations of the center related to budget, payroll, space, timekeeping, sponsored projects, policies, maintenance, and personnel.

JOB DUTIES

20% – Essential
Manages budget and fiscal responsibilities within the center including research budgeting and financial monitoring.
Assists the center director with the annual budget submission. Works with the center director to develop an overall financial strategy and serves as a liaison with the Financial Director.
Compiles and analyzes statistical, financial and other data and prepares budget and statistical reports. Maintains records and ensures their integrity and completeness.

Develops the budget, procurement, and administrative sections of sponsored project proposals.
Supports and oversees the development and routing for approvals of sponsored project proposals.
Conducts regular financial reporting of all sponsored projects in the department, noting discrepancies between planned and actual financial performance.
Prepares periodic and final financial reports for project sponsors.
Ensures compliance with applicable University financial regulations, reporting, documentation and risk management procedures.

Tracks all departmental revenue and expenses, payment requests, P-card transactions, and reimbursement requests. Processes invoices and reimbursements. Reviews and prepares business terms of existing and new contracts governing academic partnerships, sponsored activities, and vendor services.

10% – Essential

Supports the Sr Director of Communications in preparing a variety of publications, speeches, letters, memos, minutes and other applicable forms of communication for distribution to appropriate parties; develops marketing and presentation materials. Communicates with other University representatives, government agencies, student or alumni groups, learned societies, accreditation bodies and other individuals or groups to exchange information, enlist cooperation and implement departmental programs.

20% – Essential

Oversees administrative functions and manages office systems of the center.

Schedules meetings, appointments, maintains calendar, develops and circulates agendas and meeting materials.

Serves as the space planner for the work area, to include interacting with building management and other internal staff on office space matters. Ensures that office equipment is appropriate and functioning. Serves as the liaison with the building manager with respect to office maintenance issues and repairs.

Coordinates reservations of team and conference rooms, as well as meeting and event space outside the school. In collaboration with GWSPH faculty and event staff, plans, organizes and coordinates events, including identifying the target audiences, booking meeting rooms and AV equipment, catering, room set-up and breakdown and ensuring after-hours building access.

Monitors travel and logistics for faculty and staff.

In collaboration with HR staff, initiates personnel actions, prepares relevant HR documents (job descriptions, requests for recruitment, etc.), coordinates onboarding of new staff, participates in interview and selection process, ensures completion of performance reviews.
Serves as a time-keeper. Supervises and transmits payroll.

Develops and oversees implementation of operational protocols and procedures. Implements new solutions and finds efficiencies, revises and establishes new procedures for optimal office management. Coordinates and successfully executes projects; works on special assignments.
Performs other work-related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

50% – Essential

Pre-award: Provide assistance to principal investigators to submit federal and foundation grants. Assemble budgets and budget justifications; update and collate bio sketches; ensure compliance with funders’ requirements.

Post-award: Oversee expenditures of projects, ensure compliance on expenditures, execute invoices; participate in project close-outs.

Minimum Qualifications:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization plus 2 years of relevant professional experience, or, a Master’s degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training, and experience.

If interested, please apply HERE.