Program Manager II

PROGRAM MANAGER II

University of Alabama at Birmingham

This position will provide executive-level support to a physician/department Chairman.

General Responsibilities

• Responsible for administratively managing a large or complex University program or multiple programs.

• Provides input in the development of program plan and objectives with responsibility for achieving objectives within defined parameters.

• Typically supervises small staffs and are responsible for long range planning.

• Responsibilities include budgeting, networking/public relations, technical training and assistance, grant and report writing.

• May handle regulatory responsibilities, contract submissions and identify research funding.

• May handle event planning and oversight of construction projects.

Additional Duties

• Draft, edit, and proofread correspondence, reports, agendas, proposals, contracts, and other departmental documents.

• Edit transcriptions and prepare professional communications and presentations.

• Coordinate and manage clinical and office schedules using Outlook.

• Schedule and coordinate meetings, conferences, and domestic and international travel arrangements.

• Serve as a liaison with off-site clinics to ensure efficient utilization of the Department Chair's time.

• Coordinate and co-facilitate weekly departmental meetings.

• Coordinate monthly faculty meetings and related communications.

• Assist the Department Chair with course master responsibilities.

• Post lectures and course materials using Canvas.

• Prepare examinations, post grades, and maintain student attendance records.

• Serve as the department office manager and oversee daily administrative operations.

• Ensure departmental processes and procedures comply with department, school, university, and regulatory requirements.

• Represent the department at school and university meetings and functions.

• Assist with departmental events and activities, including alumni relations, graduation ceremonies, Grand Rounds, guest lectures, and special programs.

• Maintain departmental records, databases, and financial information.

• Prepare, analyze, and distribute a variety of administrative, operational, and financial reports.

• Supervise, mentor, coach, and evaluate the performance of departmental administrative staff.

• Facilitate weekly staff meetings and ensure equitable distribution of workloads and responsibilities.

• Oversee staff training, cross-training initiatives, and professional development activities.

• Promote collaboration, teamwork, and operational efficiency across departmental functions.

• Facilitate faculty and staff recruitment and hiring processes, including advertising positions, screening applications, coordinating interviews, and processing hiring documentation.

• Coordinate with international offices regarding visa sponsorship and related employment requirements.

• Maintain employee records and ensure completion of required training and compliance programs.

• Track continuing education (CE) requirements and maintain related documentation.

• Maintain faculty curriculum vitae (CVs), including updates to PubMed and other applicable systems.

• Ensure faculty licensure, certifications, credentials, and hospital privileges remain current and compliant.

• Manage faculty search processes, including supporting search committees, placing advertisements, and coordinating interview schedules.

• Perform other duties as assigned.

Preferred

• Proficient in all Microsoft Office applications, particularly Word, PowerPoint, and Excel.

• Working knowledge of Canvas and Oracle preferred.

• Excellent organizational, interpersonal, verbal, and written communication skills.

• Ability to serve as a facilitator, team player, and leader while demonstrating unquestioned personal and professional integrity.

• Demonstrated ability to work independently, prioritize responsibilities, manage office operations, solve problems effectively, and exercise sound judgment in decision-making.

• Proven ability to take initiative, anticipate needs, and ensure the efficient operation of a busy administrative environment.

• Ability to type a minimum of 50 words per minute.

• Ability to maintain records, filing systems, and confidential information with a high degree of accuracy.

• Ability to read, write, proofread, and perform minor editing of routine correspondence and other business documents.

• Ability to manage and coordinate the Department Chair's calendar, schedules, meetings, and special events.

• Ability to schedule and coordinate complex group meetings, lectureships, faculty appointments, and other departmental activities.

• Ability to coordinate limited patient-care correspondence and departmental financial data in collaboration with HSF.

• Ability to coordinate faculty hospital privilege appointments, renewals, and reviews.

• Ability to supervise, develop, and support administrative personnel.

• Ability to access, organize, identify, and resolve scheduling conflicts involving clinic operations, operating room schedules, travel, lectures, and meetings across UAB School of Dentistry and UAB Medicine calendars.

• Ability to develop, implement, and organize workflows that enable administrative staff to proactively identify and meet departmental deadlines throughout the year.

• Ability to foster and maintain a culture of excellence, professionalism, teamwork, and customer service within the administrative team.

• Medical office and/or academic clinical experience preferred.

• Knowledge of HSF processes and UAB Human Resources policies and procedures preferred.

Salary Range: $51,270 - $83,330

Education

• Bachelor's degree in a related field and five (5) years of related experience required.

• Work experience may NOT substitute for education requirement.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.