Special Project Manager, Dean's Office

Special Project Manager, Dean's Office

Job Title  | Special Project Manager, Dean's Office
Union Level  |
Department  | Dental Administration
Campus  | San Francisco
Posting Number  | 201304145P
Full or Part Time  | Full Time
Number of Months  | 12
Work Schedule  |
Position End Date  |
Open Date  | 08/27/2025
Close Date  |
Open Until Filled  | Yes
Special Instructions to Applicants  | For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.
Sponsorship  | This position is not eligible for a visa sponsorship now or in the future.

 
Position Summary Information 

Primary Purpose  | Reporting to the Dean or Executive Associate Dean (EAD), manages special projects for the Dean’s Office. Serves as a liaison between the Dean’s office and other areas of the University and external communities, and provides oversight for the overall operations of the Dean’s office.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Essential Functions  | Project management, to include: Tracking progress of Dean’s office projects, including timelines, responsibilities, anddeadlines related to new initiatives, adherence to deliverables for grants and gifts relatedto special projects such as but not limited to: program expansions, remodel and upgradesto work spaces, and collaborations with outside health partners Attending project meetings and providing status reports Interacting and coordinating schedules with internal and external project participants Plan and execute the coordination of school events originating from the Dean’s Office, to include staffing requirements, noticing & RSVPs, facilities set-up, contracts, requests for payment/deposit to appropriate vendors and accounts. Provide direction and support for school’s participation in University Commencement activities, including initiation ceremony of University chapter of Phi Kappa Phi; oversee annual select awards, from the University, Dental School and other organizations, when there are Dental School recipients. Manage and support the Institutional Outcomes Assessment Team, tasked with tracking of educational, clinical and operational measures to meet accreditation requirements. Assist in the preparation and dissemination of timely and appropriate acknowledgments from the Dean following special events or other events of special significance. Follow up on requests and invitations from University Administration to the Dean. Manage Dean’s office staff to maintain appropriate support for Dean and EAD to ensure efficient handling of work; provide oversight/delegation of daily work and assignments to include but not limited to: scheduling of meetings, appointments, and travel arrangements. regular calendar review and confirmation of appointments and engagements on and off campus. ensure parity for Dean’s communications and events with the Dental School campus in Sacramento. maintenance of electronic files and records. ensure timely response to urgent correspondence to the Dean’s office. develop process guides and calendars for events. assist with management of Dean’s office and EAD budgets. prepare documentation for payments, Procard reconciliations and other expenses. ensure follow up to secure Dean’s signatures and approvals in a timely manner. manage staff coverage.  Lead, evaluate and coach Dean’s Office staff; provide timely feedback; encourage andsupport development opportunities and implement performance improvement plans whennecessary. Work with Department of Marketing and Communication and Student Affairs tocoordinate Dean’s messaging and talking points for various meetings and prepare eventscripts. Prepare and proofread correspondence, agendas, minutes, reports, PowerPoint and other written presentations. Act as liaison and represent the Dean’s office with internal and external contacts as directed by the Dean. Maintain strict confidentiality as required by FERPA, HIPPA and as necessitated by the sensitive information to which there may be access in these activities. Perform all other duties as assigned by the Executive Associate Dean or Dean.

Minimum Qualifications  | Knowledge of: Advanced Microsoft Word, Excel, PowerPoint, and Outlook. Staff management. Project and data management. Budget management. 
Ability to: Provide strong communication, customer service, and interpersonal skills. Compose professional correspondence and reports. Accurately assess and summarize complex information. Present information at committee and other professional meetings.
Experience: Minimum of 5 years supervisory/management experience. Previous administrative support experience.
Education:Bachelor’s degree in organizational management or leadership, project management, business or similar.
Working Conditions: Position is full time, 8 hours per day, five days per week. Additional hours may be necessary. Occasional weekend assignments.
Preferred Qualifications  | Knowledge of: Data management experience such as quality assurance measures, quality improvement processes, operations etc. Project management tools such as Gannt charts and Microsoft Project. Knowledge of Content Management System (CMS) or other web content management programs. Knowledge of Qualtrics, Power BI, other programs utilized to gather and report data effectively 
Ability to: Provide leadership and effectively manage staff. Work effectively in a team environment and project a positive, helpful, and professional demeanor. Work in an open office environment effectively and accurately with multiple interruptions. Manage multiple projects, including delegation to staff to ensure timely and thorough completion of projects. Demonstrate excellent problem-solving, time management, and follow-through skills. Apply effective project management skills and set priorities to meet multiple deadlines. Take initiative in the organization and maintenance of departmental responsibilities, projects, and procedures. Maintain high level of confidentiality of information. Experience:Previous experience in an academic or healthcare setting.Other: Experience and sensitivity in working with people of diverse backgrounds and cultures. Demonstrated experience in advancing social justice, equity, and inclusion in a university setting. Ability to engage and integrate culturally responsive practices and knowledge in their work.
Physical Requirements  | The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Work performed is primarily general office/administrative with frequent use of computer, keyboard and telephone. Occasional standing, walking, reaching, bending, and pushing. Occasional lifting of up to 15 lbs should be anticipated.
Hiring Range  | $89,309.07 - $101,802.61 per year. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.
Background Check Statement  | All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

Anti-Discrimination/EEO Policy Statement  | University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents