Office Manager- AE, Obstetrics and Gynecology Administration (Galveston)

UTMB School of Health Professions; Galveston (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

UTMB School of Health Professions seeks an Office Manager for the Department of Obstetrics and Gynecology. This role will coordinate administrative support, manage schedules, and oversee office operations, ensuring efficient support for department goals. Candidates should possess a Bachelor's degree and significant relevant experience.

Qualifications

• Bachelor's degree or equivalent in a related field.
• Four years related experience required.
• Strong organizational and leadership skills necessary.

Responsibilities

• Coordinates day-to-day operations of the Department of OBGYN.
• Manages the Department Chair's calendar and supports recruitment activities.
• Supervises administrative staff and conducts performance evaluations.

Skills

Leadership

Organization

Communication

Education

Bachelor’s degree or equivalent

Job description

Minimum Qualifications:

Bachelor’s degree or equivalent in related field and four years related experience.

Job Summary:

To serve as a liaison for the Chairman in planning, organizing, coordinating, and executing administrative duties. Interacts with other executives, administrators, faculty members, residents, graduate students, and employees as required. Performs the duties required by the Chairman to effectively and efficiently achieve the established departmental goals and objectives, while maintaining a high standard of professionalism and confidentiality, and ensuring that the departmental office daily operations are run in an efficient and effective manner.

Job Duties:

The Office Manager position is critical in supporting the Department of Obstetrics and Gynecology, providing support and coordinating projects assigned by the Department Chair and Administrator and providing supervision for the administrative staff. The duties associated with this role include the following:

• Planning and executing administrative duties for the Department of OBGYN and providing administrative support to the Department Chair, ensuing smooth day-to-day operations in the Chairman’s Office.
  
• Providing leadership and guidance to Department Chair, Division Directors; and department faculty, residents, and staff.
  
• Managing the Department Chair's calendar and daily schedule including meetings, OR and clinic days, educational activities, training and research activities, and travel arrangements.
  
• Coordinating departmental meetings, creating agendas and minutes, preparing reports and documents to present, ensuring virtual meetings are created appropriately and moderated.
  
• Coordinating department recruitment, organizing interviews, and facilitating final candidate documents are collected and sent to ASG to initiate the hiring process.
  
• Facilitating onboarding and exit processes; ensuring new employees obtain welcome packets, department policies, and required training; and ensuring checklist and required exit activities are met.
  
• Acts as QGenda administrator, overseeing overall clinical scheduling activities for the department, and maintaining and updating clinical/on-call scheduling.
  
• Ensuring submission of all necessary faculty credentialing information, CV's, state licenses, board certification, med staff privileges.
  
• Assists as Departmental Access Manager and Key Control Officer.
  
• Coordinating annual faculty evaluations, including the appointment, promotion, and tenure process, and assisting faculty in compiling promotion packets, and supporting the departmental APT committee.
  
• Delegating itineraries for numerous visiting professors and faculty recruits and arranging special events.
  
• Acts as Department timekeeper, monitoring and approving time off requests for faculty and staff, approving bi-weekly time and monthly time, ensuring attendance and timekeeping policies are followed, and ensuring sick/FMLA leave is entered appropriately.
  
• Supervising day-to-day activities for each division and administrative staff, implementing performance standards and expectations, training and directing administrative staff, and providing policy guidance for administrative functions.
  
• Conducting administrative staff performance evaluations.
  
• Preparing and collecting data to create documents such as reports, memos and letters, associated with PeopleSoft and DataMart.
  
• Processing requests through the AE Service Center, including purchase orders, expense reimbursements, travel and procurement.
  
• Monitoring department CBA accounts and ensure that the administrative support staff reconciles division accounts.
  
• Monitoring and assisting in keeping the department and health system websites up to date and assisting in the department's social media presence and marketing efforts.
  
• Assisting in managing endowments and report of use sent to the development office.

Salary Range:

Commensurate with experience.

EQUAL EMPLOYMENT OPPORTUNITY:

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation