Department Manager-Office of the Provost

Oregon Health & Science University•Portland, OR

5d•Hybrid

About The Position

The Office of the Provost is responsible for carrying out the academic mission of OHSU, providing vision, creating strategies, and prioritizing resources to ensure the quality of the mission. In doing so, the office works closely with the executive vice provost, the Office of Student Affairs, Enrollment Management, Education Innovation and Improvement, Office of Rural Health, deans, faculty, students, and staff to enhance academic excellence, student success, and the university's academic profile. Reporting directly to the Executive Vice Provost, the Office of the Provost Department Manager is responsible for providing administrative and operational leadership for the Office of the Provost. The department manager coordinates and advances the work of the office, ensuring operational efficiency and effectiveness, supporting its strategic goals, and enhancing the office’s reputation across all missions. In addition, the manager develops, implements, and oversees an efficient operational flow, manages a team of supportstaff ensuring they are well-trained, and provides quality customer service to the departments under the Office of the Provost. This position keeps the Provost and Executive Vice Provost apprised of opportunities, challenges, and needs through strategic engagement with students, staff, and faculty groups and provides strategic advice to the Executive Vice Provost with a high level of integrity and discretion in sensitive and confidential matters. Please include a cover letter with resume/CV.

Requirements

Bachelor’s degree and seven years of progressively responsible program/project management experience OR Master’s degree and six years of progressively responsible experience OR Equivalent combination of education, training, and demonstrated experience
Must have experience using advanced Microsoft Office Suite, Visio, and basic knowledge of Web Development – HTML
Must be comfortable with basic computer and AV functions e.g. laptop connection to a projector, running a PowerPoint presentation, basic troubleshooting, etc.
Strong internet research knowledge and computer application skills
Ability to compose, edit, and format correspondence.
Ability to work with co-workers and customers in a professional and service-oriented manner
Ability to work unsupervised and accomplish required tasks and functions as well as understand when to escalate issues to management
Ability to identify, troubleshoot, and resolve problems in an effective manner
Ability to identify recurring support issues and recommend operational or technical changes to resolve
Possess excellent verbal and written communication skills
Possess excellent teamwork skills
Possess excellent time management and detail-oriented skills
Ability to perform the job duties with or without accommodation.

Nice To Haves

Master’s degree in related field
Experience supporting executive-level leaders
Experience managing including hiring, training/onboarding, performance evaluations and progressive discipline
Experience planning and coordinating events; and managing small- and large-scale projects
Experience having access to and appropriately handling confidential and sensitive information
Event management experience
Kronos Timekeeping
Oracle
Intermediate to advanced knowledge of web development
Adobe Creative Design
Understanding of FERPA, and experience working in a higher education setting.

Responsibilities

Oversight of HR processes: Work with the leaders in the Office of the Provost to research and put together materials, prepare epars, and monitor HR justifications and tracking budget impact changes.
Lead recruitments and new employee onboarding.
Review positions across the continuum for the Executive Vice Provost and serve as a resource to managers.
Act as a resource on administrative procedures and provide guidance as needed on matters relating to personnel issues.
Oversight of leadership searches, department academic reviews and leadership orientation.
Serve as the central resource providing advice and support, as needed, for administrative functions across the schools and units reporting to the Provost to ensure the accuracy, consistency, and efficiency of administrative processes.
Responsible for key contacts and communications to ensure the efficient flow of information to and from the Office of the Provost and the schools and units that report to the Provost.
Serve as Space Coordinator, primary timekeeper and ITC and train the administrative support staff to support the units with these functions.
Serve as liaison and coordinator for emergency preparedness for the Office of the Provost.
Participate on Research/Academic Emergency Management Committee and work with office staff to conduct exercises.
Provide direct supervision, assign duties, and oversee the training and professional development of administrative support staff to ensure the administrative needs of the Office of the Provost are met.
Create and maintain a cohesive team culture to provide excellent customer service to all partners and staff of the Office of the Provost.
Ensure the Office of the Provost office is staffed to ensure needs of the Vice Provosts and Departments leaders are met.
Perform annual evaluations and create plans for improvements as needed for the team.
Plan team meetings and gatherings to ensure a cohesive team culture.
Manage the calendar for the Executive Vice Provost.
Responsible for responding to inquiries in a timely and accurate manner to best meets the needs of the Executive Vice Provost and meeting requestors.
Back up scheduling for the Vice Provosts.
Prepare executive meeting documentation.
Coordinate and staff, academic, operational, and executive meetings.
Support the Executive Vice Provost’s efforts as needed to ensure the development and implementation of activities and milestones towards achievement of the Office of the Provost’s strategic priorities.
Partner with the Senior Advisor to the Provost to advise and be a sounding board to the Provost and Executive Vice Provost and other leaders on the status of strategic initiatives; provide thorough research, data, and reporting to ensure successful progression of key priorities.
Stay well-informed of current and emerging issues in order to optimize the Executive Vice Provost’s time and provide the Executive Vice Provost broad perspective across the Office of the Provost, the campuses, and the units that report to the Provost.
Lead projects and initiatives that address key issues and advance priorities of the Provost and Executive Vice Provost, ensuring alignment with University goals and priorities, effective and open communication, and timely completion of work products.
Work closely with the Office of the Provost colleagues to plan and staff meetings, forums, and other events that advance the Provost’s agenda and academic administrative activities.
Coordinate internal or external committees and work groups led by the Provost and Executive Vice Provost or other administrative leaders, to include reviewing materials, researching issues, and drafting briefing memos, charge letters, meeting agendas, reports, and policy documents.
Continuously identify and manage potential risks and liabilities of multiple projects and serve as the Executive Vice Provost’s point of contact for implementation teams.
Responsible for communicating outcomes and deliverables to designated sponsors, committees, or partners.
Coordinate and/or oversee the scheduling of strategic events, meetings, and other requests to balance and address key institutional objectives, including retreats, teambuilding, town halls, and forums.
Attend meetings as needed to take notes, track action items, follow up to maintain deadlines, and successful completion of projects.