Office Manager, Academic Affairs

University of New England; Biddeford (ME); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Retirement plan match (up to 8%)

Generous leave time (vacation, sick, +

Holidays (12+)

Tuition waiver for employees and their

Dependents 50% tuition reduction

Job summary

University of New England is seeking an Office Manager for the College of Osteopathic Medicine (Academic Affairs) in Portland, ME. The role provides administrative support to the Associate Dean and oversees general office operations and financial activities within Academic Affairs.

The position requires a Bachelor's degree in business or a related field and 3–4 years of administrative experience, including supervisory responsibilities.

Qualifications

• Bachelor's degree in business or related discipline.
• Three to four years of relevant administrative experience.
• Proven supervisory skills and ability to work independently or in a team.
• Excellent administrative, organizational, writing, and math skills.
• Experience with computerized information systems and basic bookkeeping may be desirable.

Responsibilities

• Acts as administrative liaison between Office of the COM Associate Dean of Academic Affairs and students, faculty, staff, and external partners.
• Manages department budget activity, processes financial documents, monitors activity, and maintains records.
• Coordinates and prepares financial/administrative documents and reports for timely completion.
• Arranges scheduling, travel, reimbursements, and payments for visiting faculty involved in curriculum delivery.
• Supervises distribution of the academic schedule, letters, syllabi, exams, and grade reports.
• Ensures classrooms and equipment are available for curriculum delivery; supports Associate Dean’s schedule and correspondence.
• Manages special projects such as policy updates, archive searches, and cross-referenced filing systems.
• Supports department events beyond business hours and handles related duties.

Skills

Supervisory skills

Administrative experience

Office management

Communication skills

Bookkeeping

Education

Bachelor's degree in business or related field

Tools

Computerized information systems

Job description

Description

The Office Manager (OM) for the College of Osteopathic Medicine (COM) Academic Affairs provides administrative support to the Associate Dean and assists with the overall operations of the Academic Affairs unit within UNE COM. The OM oversees general office operations and performs a wide range of administrative duties to support the department's initiatives, and daily activities.

Position Type

Professional Staff

Faculty Track

Employment Status

Full Time

Months

12

Campus

Portland, ME

About The University Of New England

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full-time service.
  • 50% tuition reduction if less than 1 year of full-time service.

Responsibilities

• Serves as an administrative liaison between Office of the COM Associate Dean of Academic Affairs and students, UNE's faculty and adjunct faculty, staff, senior management as well as parents, alumni, vendors, and/or other key department constituency staff.
• Manages the budgetary activity for the department and keeps the associate dean apprised: initiates and processes financial documents related to operating budgets, capital budgets, special accounts, and the like; monitors financial activity; organizes and maintains financial records; prepares related reports.
• Coordinates, initiates, prepares, processes, and/or monitors various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University personnel and/or outside individuals/organizations.
• Coordinates the scheduling, travel arrangement support, reimbursement and payment for visiting faculty recruited to help with the delivery of the curriculum.
• Supervises the electronic posting and the manual distribution (as appropriate) of the finalized academic schedule of classes.
• Supervises the printing and distribution of letters, schedules, syllabi, exams, and grade reports.
• Ensures the timely availability of classrooms, other special facilities, and equipment (including AV equipment) for the delivery of the curriculum, as necessary.
• Provides administrative support for the Associate Dean , including (but not limited to) managing work schedule, appointments, travel arrangements, phone calls, and written correspondence.
• Manages various special projects, such as doing background research, updating various policy manuals and handbooks and archive searches.
• Develops, organizes and maintains various departmental files and records, frequently involving cross filing/cross-reference systems.
• Work as part of the team to manage department related events generally outside of business hours.
• Performs other related duties as assigned.

Qualifications

• Bachelor's degree in business or other appropriate discipline, plus three to four years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
• Proven supervisory skills;
• Broad base of general administrative and office management knowledge and skills;
• Excellent administrative and organizational skills;
• Experience in overseeing, organizing and maintaining moderately complex filing and records systems.
• Previous experience with computerized information systems;
• Excellent communication, writing and math skills. Some bookkeeping/accounting training or experience may be desirable;
• Ability to deal effectively with a wide variety of individuals inside and outside of the University;
• Ability to function independently as well as work as part of team.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

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