CPHS Office and External Relations Manager - 999273

Drake University•Winnipeg, MB

5d•Onsite

About The Position

The Drake University College of Pharmacy and Health Sciences seeks a highly organized manager for office operations and external relations in a multi-faceted position working with college administrators, alumni, external stakeholders, faculty, staff, and students. The Office and External Relations Manager reports directly to the Dean of the College. This position functions as the primary office and external relations manager for the College of Pharmacy and Health Sciences with responsibilities for oversight of activities consistent with the established goals and objectives in the areas of administration and alumni/external stakeholders. The functions include providing executive administrative assistant support for the Dean, supervision of Dean’s administrative staff, oversight of events and other external relations; assistance in alumni and advancement efforts; and facilitation of the continuing improvement plan and operational efficiencies. As a key member of the College’s leadership, the Office and External Relations Manager is expected to actively engage in internal and external affairs and serves on the leadership team for the College. Active engagement and creative leadership for the program is expected.

Requirements

Bachelor's degree required
1 -3 years work experience required
Experience with Workday preferred
Computer skills at intermediate level with Microsoft Office and database entry.
Ability to operate multi-function printing, scanning and fax machines and to multi-task highly desired.
Excellent problem-solving skills, oral and written communication skills, project initiative, independent decision making, and supervision of administrative staff and student employees.

Nice To Haves

Master’s degree preferred
higher education experience preferred

Responsibilities

Functions as a representative for and an assistant to the Dean regarding a variety of tasks making independent judgments and decisions necessary in that role.
Assist and support the Dean with any initiatives deemed necessary.
Coordinate and prioritize the work of the Dean to include daily work and appointments; maintain and update required college files, records and publications; review material for typographical accuracy, format, conformance with procedures, internal consistency, and ensure proper approvals have been obtained before releasing correspondence.
Directs communications manager to post appropriate materials for the Dean’s Office on the college website.
Conceptualize, develop, facilitate, and implement good public, alumni, and community relations.
Manage events (Medal of Honor Lecture, Alumni Awards, Reunions, Receptions, White and Blue Coat Ceremonies, Pinning Ceremonies, Commencement Ceremony, etc.) that highlight the College of Pharmacy and Health Sciences to the University, current and prospective students and families, health care community, and surrounding neighbors in conjunction with Dean, major gift officer, alumni relations personnel, college alumni, and special events personnel.
Organize and host receptions and meals, coordinate videotaping, photography, and publicity in coordination with other offices of the University including University Communications and Marketing.
Represent the staff as a member of the College of Pharmacy and Health Sciences College Administrative Committee.
Work collaboratively with the Dean, faculty, and staff in planning and overseeing the administration of all college matters and college building needs.
Implement programs and develop policies and procedures to ensure the attainment of the College’s continuous improvement plan and vision in conjunction with the College Dean and College Administrative Committee.
Serve as the recorder for meeting minutes of the College Administrative Committee, faculty meetings, staff meetings, and other management meetings as requested.
Organize and lead quarterly staff meetings for all CPHS staff.
Manage all official college handbooks/guides and policies required for college governance.
Handle the Promotion and Tenure process with the Dean for eligible faculty.
Update, organize, approve permissions, and maintain online Teams channels and folders.
Secure training for new employees on all databases.
Approve and manage access permissions for Qualtrics and Outlook calendars.
Coordinate the work and develop/maintain relationships with the College's National Advisory Council and other advisory boards, including the scheduling of meetings, compiling agendas, and distributing minutes.
Responsible for overseeing communications with alumni and health care professional communities.
As needed, assist with other communications including anticipating, writing, revising, and sending correspondence on behalf of the Dean and college.
Ensure that key established relationships are well managed across the College and work with the Dean to foster new relationships with external stakeholders.
Uphold a high level of professionalism when interacting with all external stakeholders.
Provide leadership, management and vision necessary to ensure that the College of Pharmacy and Health Sciences has proper operational controls, administrative and reporting procedures, and personnel systems in place to operate effectively and efficiently.
Supervise and direct the work of the Dean's staff including the Cline and Fitch Administrative Assistants and the Communications Manager.
Ensure the smooth workflow and division/delegation of tasks.
Monitor process and approve employment time cards, vacation, performance goals and evaluations of all direct reports.
Hold regular meetings with direct reports to assess workload and staffing needs.
In coordination with the Budget Manager, manage onboarding processes for all new staff and faculty hired within CPHS, including submitting IT and facilities requests, securing appropriate trainings for new hires, and serving as an onboarding support resource.
Performs other duties as assigned.