Administrative Manager (Program Administrator 2)

Department Overview

The Office of the Dean is the central administrative unit for the School of Medicine, coordinating all administration of the school and the OHSU Practice Plan, while advancing health through leadership and service to our students, faculty, staff and academic community

 

The Administrative Manager is responsible for leading and managing a high-performing executive support team within the School of Medicine Dean's Office. This position is accountable for the leadership and performance of the Dean's Office administrative support function and directly influences the effectiveness of executive operations, leadership support services, leadership recruitment activities, academic review processes, and strategic initiatives across the School of Medicine. As a highly visible role, this position provides strategic coordination, project management, and operational leadership, serving as a central point of communication and collaboration across the School of Medicine, OHSU, affiliated healthcare organizations, academic partners, and external stakeholders. 

 

This position reports to the Director of Administration, School of Medicine, Office of the Dean.

Function/Duties of Position

• Leads, develops, and manages a team of administrative professionals across multiple classifications, providing coaching, performance management, career development, and workforce planning to ensure consistent, high-quality support for School of Medicine leadership. This includes but is not limited to:

  • Monitor team capacity and adjust staffing assignments to meet changing organizational and executive support needs.

  • Establish performance expectations and accountability measures that promote service 

  • excellence, operational consistency, and continuous improvement.

  • Leads workforce planning, resource allocation, talent development, and succession planning efforts for the Dean's Office administrative function.

  • Develop and implement operational standards, workflows, policies, and best practices that enhance efficiency, consistency, and service delivery

• Manage executive-level leadership searches and department internal and external academic reviews for School of Medicine departments, centers, and institutes. Provide comprehensive project management for these high-profile initiatives, including development of project plans, timelines, stakeholder communications, committee support, logistics coordination, candidate and reviewer engagement, and process oversight. Ensure compliance with institutional policies, governance requirements, and best practices throughout all phases of the search and review processes.
• Chair and Leadership Searches: Lead and manage executive-level chair and leadership searches, which typically span a 12-month period from planning through onboarding. Provide comprehensive project management for all phases of the search process, including development of project timelines and work plans, coordination of stakeholder communications, contract administration, committee support, candidate recruitment activities, and oversight of interview and campus visit logistics. Serve as the primary point of coordination among search committees, faculty, executive leadership, administrative teams, and external search firms. Monitor progress, mitigate risks, and provide regular updates and recommendations to the Dean and committee chair to ensure successful completion of search objectives and alignment with School of Medicine strategic priorities.
• Academic Reviews: Direct and manage complex internal and external academic reviews for School of Medicine departments, centers, and institutes. These comprehensive review processes typically span 6-8 months and include department self-studies, internal assessments, and evaluations conducted by external peer reviewers. Provide end-to-end project management, including development of review timelines and work plans, coordination of stakeholder communications, preparation and distribution of review materials, management of review-related expenses, and oversight of internal and external review meetings and site visits. Serve as the primary point of coordination among department leadership, faculty, reviewers, and executive leadership to ensure a thorough, efficient, and compliant review process. Monitor progress, mitigate risks, and provide regular updates, findings, and recommendations to the Dean, and Director of Administration. Lead the development and continuous improvement of review procedures, templates, and tools to enhance consistency, efficiency, and the overall effectiveness of the academic review process.  
• Responsible for projects assigned by leadership that are not part of routine operations but crucial to transparency, team building and goodwill. This may involve planning and coordinating guest speakers, retreats, and receptions hosted by the Dean   

Required Qualifications

• Bachelor’s degree and five years of related program/project management experience. 

• At least two years of supervisory and management experience.

• Minimum of two years of progressively responsible management experience leading teams, projects, programs, or administrative operations.

• Demonstrated experience supervising staff and managing employee performance, professional development, and organizational effectiveness initiatives.

• Experience leading complex projects involving multiple stakeholders, competing priorities, and confidential information.     

• Demonstrated ability to build, develop, and retain high-performing teams.

• Strong coaching, mentoring, and talent development skills.

• Strategic planning and organizational leadership capabilities.

• Ability to influence and collaborate effectively across organizational boundaries.

• Experience leading change management and process improvement initiatives.

• Excellent stakeholder engagement and relationship management skills.

• Strong decision-making, conflict resolution, and problem-solving abilities.

• Ability to establish accountability, measure performance, and drive results.

• Commitment to fostering an inclusive and collaborative work environment.

• Demonstrated emotional intelligence, professionalism, and sound judgment.

• Must possess excellent organizational and interpersonal skills, as well as excellent written and verbal skills.

• Ability to perform the job duties with or without accommodation.

Additional Details

Standard work hours are Monday-Friday; 8:00-5:00 p.m. and must be available to attend meetings and events outside of standard schedule as needed. This is a hybrid position; in-person schedule will be set in coordination with manager.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]