Office Manager - Illinois College of Osteopathic Medicine (IllinoisCOM)

About the Position The Office Manager (Manager) in the Dean’s Office at the Illinois College of Osteopathic Medicine (IllinoisCOM) at The Chicago School is the primary administrative support for the Dean of IllinoisCOM and the player‑coach manager for all Administrative Assistants (AAs) at the IllinoisCOM. The Manager is responsible for managing the Dean’s calendar, travel arrangements, expenses, and other regular activities in the Office of the Dean. The Manager may also provide high‑level administrative support to 1‑2 other members of the executive team at IllinoisCOM. Successful candidates will be proactive and strategic, with an ability to manage a complex schedule, travel, and office operations in a way that enables the Dean and executive team to trust that all administrative matters are covered. The position is located at the Chicago, IL campus location, with the opportunity to work remotely one day a week. Occasional domestic travel may be required to support key meetings and events. The Manager will report to the Executive Office Manager in the Office of the President and will work closely with other members of the team in IllinoisCOM and colleagues across The Chicago School to coordinate key strategic projects on behalf of IllinoisCOM. Principal Duties Manage a complex schedule with the end user in mind. Schedule, execute, and coordinate a seamless run of the Dean’s daily schedule, juggling multiple simultaneous requests across multiple time zones and internal and external stakeholders. Proactively resolve conflicts and/or raise issues to the Executive Office Manager to ensure quick resolution and avoid lingering problems. Strategically and expertly manage the Dean’s calendar, minimizing multitasking to increase focus and ensure the best use of limited time (e.g., time blocking, defining limits, and reserving focus time). Block and tackle superfluous issues before they enter the Dean’s purview. Stay aware of schedules and priorities so that if someone is not available or something goes wrong, you can step in and support. Ensure the Dean understands the basics of who, what, where, why, and how of every meeting. Prepare and discuss all essential logistics for the Dean’s meetings in coordination with key colleagues. Manage travel with the end user in mind. Oversee, arrange, and book all travel and check‑ins, coordinating with stakeholders and anticipating the Dean’s needs throughout the journey. Provide clear, comprehensive travel prep packs, including detailed itineraries, logistical confirmations, meeting agendas, stakeholder bios, and more. Prepare and manage all assigned expense reports in accordance with university travel and expense policies. Oversee day‑to‑day responsibilities in the Dean’s Office & Special Projects. Provide high‑level administrative support (appointment scheduling, expense management) to 1‑2 other members of the executive team; provide back‑up coverage for other EAs across the team as needed. Manage special projects with various teams within the College of Osteopathic Medicine. Coordinate with Legal, HR, and others to track and execute contracts or other required paperwork. Manage regular correspondence and deliveries (e.g., celebration cards, gifts) and other duties as assigned, including research for upcoming meetings, writing key communications or proposals, and proofreading memos or presentations. Manage a Team of University AAs Hire, supervise, coach, and develop a team of AAs across COM. Provide all people‑management support across the employee lifecycle. Define and implement critical office procedures, practices, templates, etc. that are standardized across teams and AAs. Create, update, and maintain a comprehensive manual of daily, weekly, monthly, quarterly, and annual responsibilities and tasks related to AA support. Proactively identify and address opportunities to improve efficiency and effectiveness in the administrative functions within COM. Basic Qualifications Bachelor’s degree or higher. Minimum 3‑5 years’ experience as an EA to executive leaders. Outstanding technical skill with Microsoft Outlook, Microsoft Teams, and Zoom. Competent technical skill with Microsoft Office Suite (especially PowerPoint, Excel, and Word). Ideal Qualifications Outstanding technical skill with Microsoft Office Suite (especially PowerPoint, Excel, and Word). Competent technical skill with Concur travel and expense management systems. Required Skills Superior organizational skills and meticulous attention to detail: demonstrated ability to track multiple ongoing priorities and projects. Exceptional written and verbal communication skills. Demonstrated experience and ability to interact professionally with high‑level internal and external stakeholders (e.g., Board members, potential donors, executives). Positive, team‑oriented attitude and a collaborative working style. Demonstrated ability to exercise sound judgment and maintain poise under pressure and handle matters with sound judgment, extreme confidentiality, and diplomacy. Absolute discretion and sound judgment: maintain confidentiality and manage high‑pressure situations with tact and sensitivity. Compensation & Benefits This opportunity is budgeted at $65,000 - $75,000 base compensation. Additional compensation factors may impact total compensation. Benefits include generous paid time‑off, medical and dental insurance coverage, life and disability insurance, a retirement plan with employer contribution, multiple flexible spending accounts, and tuition reimbursement. For additional information, visit The Chicago School is an Equal Opportunity Employer. #J-18808-Ljbffr Saybrook University