Job DescriptionJob Summary
The Spencer Fox Eccles School of Medicine (SOM) combines excellence in teaching, research, and clinical expertise to train tomorrow’s physicians for the rapidly changing world of medicine. The Dean’s Office Administration team provides support to the Dean and Vice Dean of Education and the SOM education units.
Under minimum supervision, the Manager, Admin/HR is responsible for planning and organizing aspects pertaining to human resources, accreditation, and other assigned administrative functions for the SOM Dean’s Office. This position reports to the Director, Admin/HR.
This candidate must be a self-starter and demonstrate the ability to work independently; taking the initiative to achieve outcomes is essential. The candidate must be professional, reliable, detail-oriented, and have excellent organizational and strong communication skills.
Our generous University staff benefits package includes but is not limited to: health care and dental plan options, tuition reduction, UTA pass (Bus, TRAX, & FrontRunner), paid holidays, paid leave time, employer and employee paid retirement, and more!
Human Resources Support
Maintains and updates personnel records
Provides recruitment support to units by posting jobs, manages applicant workflow, follows-up on special handling flags
Provides support with coordinating search committees (administer confidentiality agreement, track implicit bias training completion, schedule applicant interviews, compile interview questions, maintain files)
Provides onboarding support to units by preparing the offer letter, processes pre-hire checks (hiring proposal, background check, drug screening, references, etc.), completes new hire paperwork, conducts Dean’s Office orientation
Manages and curates monthly staff newsletter
Maintains SOM contact directories
Provides support with Emergency Management preparedness
Provides support with annual processes (performance management, training compliance, budget preparedness, etc.)
May provide back-up to Payroll Reporters
Special projects as assigned
Administration & Accreditation Support
Coordinates affiliation agreements; reviews current agreements between SOM and clinical affiliates; provides expertise and guidance regarding the submission of agreements to departmental administrators and other support staff; ensures the validity of agreements. Corresponds with education coordinators, legal counsel and other clinical institutions/medical schools to ensure the existence of legitimate agreements. Tracks all documentation associated with each agreement and ensures timely processing of materials and completion of each phase; communicates process status to SOM staff, legal counsel and other clinical institutions/medical schools and students. Provides reports for Liaison Committee on Medical Education (LCME) accreditation purposes detailing agreements for all required clinical education.
Provides support for LCME accreditation activities (Accreditation Readiness Team, LCME responses and paperwork, etc.)
Participates in and/or provides administrative support on various U Health meetings and committees
Processes building related updates (key requests, surplus requests, facility work orders, updates name plates, etc.)
May provide back-up to Administrative Assistant
Other duties as assigned
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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 effective planning and execution of processes in order to ensure the smooth operation of department.
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.
Experience with HR processes, contracts, and/or administrative responsibilities
Experience with HR software (specifically PeopleAdmin, Kronos, PeopleSoft)
Experience in higher education
Experience with Microsoft Office, Zoom, Teams