Program manager of healthcare
Location
Utica, NY | United States
Job description
Provides a wide range of administrative support to the Institute for the Study of Integrative Healthcare. This role requires thorough knowledge of departmental and university-wide operations and policies, the exercise of independent judgment in the absence of established procedures, and discretion in the dissemination and handling of confidential information. The incumbent functions as the main point of contact for the Director, Associate Director, advisory council members, as well as internal and external stakeholders of the Institute for the Study of Integrative Healthcare.
Location Utica, NY Application Deadline *Full consideration by*: Open Until Filled Yes Major Responsibilities
General Office Responsibilities:
- Perform office administrative duties including general correspondence, calendar management for the office, faxing/copying as needed, filing, ordering office supplies, scheduling meetings, handling office mail, taking minutes at meetings upon request.
- Serve as the first point of contact for the Institute for the Study of Integrative Healthcare in communications with all internal and external constituents. Respond to general in-person, telephone, or email inquiries through [email protected], in addition to inquiries to personal Utica University email accounts.
- Manage Institute Zoom account for meeting and program scheduling. Work collaboratively with the IITS department for all events.
- Process payments/requisitions as directed by the Director of the Institute for the Study of Integrative Healthcare
- Proofread correspondence and other documents as needed and as directed by the Director of the Institute for the Study of Integrative Healthcare
- Create or edit useful tools and forms as directed by the Institute for the Study of Integrative Healthcare
- Create and manage various shared drives for the Institute for the Study of Integrative Healthcare. Build database files for internal and external partnerships.
- Develop and maintain detailed procedures respective to the position.
- Contribute to the success of the Institute for the Study of Integrative Healthcare by providing information about programs, events, policies, procedures, etc.
- Participate in training and professional development efforts, as necessary and appropriate.
- Participate and engage in Institute for the Study of Integrative Healthcare initiatives and programs, including but not limited to semester events, conference, advisory council meetings, etc. that promote the work of the Institute
- Work with Director to develop specific goals that support Utica University’s strategic plan and the Institute’s operational plan. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.
- Work with Director and Associate Director to achieve successful results on all established individual and departmental goals and key performance indicators.
- Collaborate with other University offices and people who support programs, events, and services that overlap with Institute mission and priorities
- Measure impact of Institute programs and events through program evaluation process.
- Maintain an updated list of community members who inquire about Institute events.
- Assist with maintaining a shared drive, handle communications, schedule meetings, create agendas, take meeting minutes. Handle various other communications pertinent to the Institute and the Institute Advisory Council.
- Provide monthly documented summary of Institute projects, meetings, communications, and activities, as needed to document contribution to institutional effectiveness.
Event Coordination:
- Work with Utica University faculty and staff to coordinate small and large-scale events and programs, both on-ground and online, by managing associated marketing, correspondence, registration and collection/depositing of monetary fees, database creation, room arrangement and technology set up, and event coverage scheduling.
- Work closely with staff to coordinate on-ground and online recruiting activities, including interviews, networking events, and information sessions.
- Attend event management meetings and utilize appropriate ordering/reservation software.
- Provide on-site support before, during, and after events.
Communications:
- Create on-brand and engaging graphics and marketing pieces for all online, print, and digital needs.
- Support IITS in updating website and other informational platforms featuring information about the Institute for the Study of Integrative Healthcare.
- Design electronic newsletters featuring events, programs, job and internship opportunities, etc.
- Assist with updating print resources relevant to the Institute for the Study of Integrative Healthcare.
Supervises:
- Train and supervise student employees, as necessary.
- Create daily student employee schedules each semester, ensuring office coverage and utilization of available student employee payroll hours; check and approve timesheets for accuracy.
- Complete student employee evaluations.
- Offer opportunities for professional development by assigning tasks emphasizing professional readiness competencies.
Other duties:
- Assist with special projects as needed
Driving Responsibilities Travel Supervises Will supervise student employeees Education & Experience Qualifications
- Bachelor’s degree required; Master’s degree preferred in Business, Psychology, Human Resources, Education, Health Professions, Sociology, Anthropology, or related fields.
- Technical knowledge and experience in operations management and human resources is desirable.
- Knowledge of integrative healthcare is desirable.
Minimum Skills/Abilities
- Ability to communicate effectively both verbally and in writing.
- Ability to organize information and prioritize tasks and deal appropriately with confidential and sensitive information.
- Excellent customer service skills required.
- A strong commitment to diversity, equity, and inclusion, and work to continually to enhance diversity of our students, faculty, and staff.
- Ability to work well in a “team-centered,” fast-paced, heavy workload environment.
- Competency in Zoom, Google Platforms, Microsoft products including Word, PPT, Excel required. Competency with additional software program such as Canva, Publisher, etc. helpful
- Strong basic math skills necessary.
- Strong analytical and research skills are a must.
- Must be able to work flexible hours as appropriate, especially for on-site conference and events.
Applicant Documents Instructions
All positions at Utica University support the University’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the University’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee.
Additional information Visa sponsorship is not available for this position EEO/AA Statement
Utica University is committed to affirmative action, equal opportunity and the diversity of its workforce. All qualified applicants will receive consideration for employment without regard to race, creed, color, sex, pregnancy, ethnic or national origin, religion, marital status, age, sexual orientation, gender identity, gender expression, veteran status, disability, citizenship status, genetic predisposition, domestic violence victim status, or protected status under applicable local, state, or federal law.
Commitment to a Diverse and Inclusive Campus Community
Our community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica University Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.
Commitment to Supporting and Hiring Veterans
Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.
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