• Assistant Manager, Administrative Support

    Location AN-Saint Maarten
    Job ID
    2018-100301
    Institution
    American University of the Caribbean (AUC)
    Department
    Administrative
    Employment Type
    Regular Full-Time
    FLSA Status
    No FLSA Required (Ross Islands Only)
  • Opportunity at a Glance

    As part of the Campus Operations Team, the primary responsibilities of the Asst. Manager, Administrative Support is to provide overall leadership and management to the administrative support team (administrative assistants and/or other admin support positions) for the Campus, along with administrative support to the Senior Administrator, Campus Operations. Success in this role will be centered on the delivery of service excellence in meeting the administrative needs of academic, student support, and business operations departments. This position reports directly to the Senior Administrator, Campus Operations. Work assignments will flow through the Senior Administrator, as well as Semester Leads/Chairs and Department Heads. This role will act as a liaison in accepting and delivering on assignments received.

     

    The goal of the assistant manager is to provide exemplary service and support consistent with the TEACH values, focusing primarily on process improvement and resolving issues accurately, timely and professionally as an individual contributor and as manager for the team. Although the primary responsibility is leading a team of administrative support colleagues, this position will also have administrative and project related responsibilities to the Senior Administrator, Campus Operations, with coordinating responsibilities to Department Leaders.

     

    Responsibilities

    ·         Work with and direct the day-to-day activities of the administrative support team which includes organizing their activities and workflow to maximize productivity including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing just in time feedback on those assignments.

    ·         Provide administrative support to the Senior Administrator, Campus Operations or other senior leaders at the campus.

    ·         Manage projects in support of the campus and operations leadership team.

    ·         Maintain, develop and implement procedures that enhance the performance of direct reports and promote improved customer service.

    ·         Coordinate with the department head, or semester lead/chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

    ·         Develop, facilitate and implement training programs in support of the Campus for direct reports on areas such as expense reimbursements, purchase order process, travel, and academic applications.

    ·         Coordinate the onboarding of new faculty and staff to ensure a warm welcome for new colleagues.  This may include, but is not limited to, acting as coordinator with Hiring Managers to ensure equipment and office locations have been secured, as well as a review of work rules, policies and procedures, such as the use of Replicon and Expensewire,

    ·         Function as a culture champion, sharing the TEACH values to new colleagues as well as promoting the AUC Culture of Care.

    ·         Provide coaching and mentoring to direct reports regarding performance through regular meetings, performance reviews and annual evaluations.

    ·         Manage performance expectations, including disciplinary measures that may be needed in coordination with HR and other stakeholders.

    ·         Monitor and approve work schedules and time away requests for the team, which includes having a general understanding of our handbooks, manual and St. Maarten laws.

    ·         Participate in the planning and execution of University events such as Commencement Ceremony, White Coat, End of Semester meetings or other ad hoc events requiring administrative support.

    ·         Provide timely reports to the Senior Administrator, Campus Operations on the performance of direct reports.

    ·         Participates in special projects as assigned by the Senior Administrator, Campus Operations.

    ·         Act as the administrative coordinator for crisis events ensuring the appropriate support is provided – communications, stationery, supplies etc.

    ·         Completes other duties as assigned.

    Qualifications

    • A minimum of three years of customer service required, including demonstrated experience in resolving customer services issues.
    • A Bachelor’s degree, preferably in the area of management or administration.
    • Three years of supervisory/management experience with a minimum of two direct reports.
    • Excellent verbal and written communication skills required.
    • Must have excellent customer service, organizational and problem solving skills.
    • Ability to understand business objectives and impact on AUC’s overall success.
    • Must be self-motivated, comfortable with change and able to shift focus and direction quickly and efficiently.
    • Ability to work cooperatively with others.
    • Knowledge of Microsoft Office Suite required. 



    We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing. Thank you for applying for this outstanding opportunity today.

    Who We Are

    American University of the Caribbean School of Medicine (AUC) is an international medical school preparing physicians for careers in the United States, Canada, and worldwide. AUC was founded in 1978 and is fully accredited by the Accreditation Commission on Colleges of Medicine, which is recognized by the US Department of Education and the World Health Organization. AUC offers a diversity of students, primarily US citizens and permanent residents, with the opportunity to pursue a high-quality medical education. AUC graduates are practicing medicine in some of the most prestigious hospitals in the United States, with many earning Chief Resident positions and other positions of leadership.

    AUC employs a U.S. model curriculum, with two years of medical sciences taught at the St. Maarten campus, followed by two years of clinical sciences taught at affiliated hospitals in the United States and United Kingdom. AUC is known for its student–centered environment, a faculty passionate about teaching, and a commitment to giving students who have the desire, the persistence, and the intellectual capacity an opportunity to become outstanding physicians. In 2013, AUC achieved a first-time pass rate of 97 percent on USMLE, which is on par with the rate achieved by US and Canadian schools, and above the rate achieved by osteopathic schools (94 percent) and international schools (79 percent).

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