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Office Manager 

At Philadelphia College of Osteopathic Medicine (PCOM), we espouse to grow a culturally competent workforce to advance medicine that touches the lives of underserved communities. Diversity and inclusion is the core component of our institutional identity and a key pillar of PCOM’s strategic vision. PCOM affirms that diversity and inclusion are crucial to the intellectual vitality of the campus community. It is through freedom of exchange over different ideas and viewpoints in supportive environments that our graduates develop the critical thinking and citizenship skills that will benefit them throughout their lives.

Since 1899, PCOM has trained highly competent, caring physicians, health practitioners and behavioral scientists who practice a “whole person” approach to care - treating people, not just symptoms. As the field of medicine has changed, we've changed with it - adapting our program offerings to better meet the needs of healthcare providers and the communities they serve. At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals.

The Office Manager (Manager) for the Office of Institutional Advancement (IA) is an organized,experienced, flexible and enthusiastic professional who possesses a consistent level of excellent communication and customer service skills, who enjoys a fast-paced and unpredictable environment, who is adept at budgets and monitoring expenditures, preparing reports, who works with a high degree of accuracy, who works well under pressure, can anticipate needs and can independently prioritize tasks that require immediate attention, who can maintain highly confidential personnel information, and who is committed to providing exceptional service and support.

The Manager plays a very important role in establishing the office and business policies, procedures and rules. The individual works in collaboration with the Chief Advancement Officer (CAO) and Deputy Chief Advancement Officer (DCAO) to ensure that IA achieves annual financial objectives by developing and implement appropriate financial analytical tools and reports, analyzing variances, and initiating corrective actions.

This position is based at PCOM (Philadelphia, Pennsylvania).


Essential Duties and Responsibilities

Duties and responsibilities include (but are not limited to) the following:

Department Operations
  • Coordinate Human Resources needs, including forms, onboarding, FMLA.
  • Coordinate Information Technology Services needs, including equipment orders, new employee access, and Service Desk tickets as appropriate.
  • Serve as primary liaison with other campus offices (print shop, ITS, Finance, Plant Services, Catering, etc.) regarding IA needs and projects.
  • Responsible for the following activities in support of the IA department:
    • Manage scheduling for and communication about staffing during holidays, for events, and in support of special projects for IA.
    • Monthly department staff meetings (schedule, set and send agenda, minutes).
    • Time entry, including PTO review and approvals as necessary.
    • Inventory and oversight of office supplies.
    • Inventory of PCOM-issued technology and devices to IA staff.
  • Provide management and support for special projects as needed for the CAO and/or DCAO.
  • Planning and maintenance:
    • Produce annual budget and activity projections for IA department in consultation with the CAO and the DCAO.
    • Manage all department budgets for IA, including monitoring of expenses, allocations, transfers, and reports.
    • Review and approve requests from within the department for additional budget dollars.
  • Expense management:
    • Approval of all procurement card expenses to ensure compliance with applicable policies and procedures.
    • Process requisitions for all IA budgets via Unimarket system.
      • Review and approval of all requisitions for expenses of less than $10,000.
      • Review and approval of all requisitions for expenses greater than $10,000, which are then forwarded to CAO for approval.
    • Maintain all travel and hospitality budget trackers.
  • Revenue (non-gift) management:
    • Review revenues for accuracy:
      • Compare credit card transaction revenue with the amount reflected in budget.
      • Process revenue from checks with memo to Budget Office.
  • Other duties as assigned.

Position Requirements

*Applicants must be authorized to work in the U.S. and pass a criminal background check.
  • Associate’s degree required. Bachelor’s degree preferred, or equivalent combination of education and experience.
  • Minimum of five (5) years of experience in business setting, non-profit/fundraising preferred.
Knowledge, Skills and Abilities Required
  • Strong, proven organizational skills and ability to manage multiple projects simultaneously.
  • Exceptional attention to detail.
  • Proven ability to maintain confidentiality and sense of propriety in dealing with sensitive information related to both internal matters and alumni/donors.
  • Excellent software and technology abilities.
  • Possess a positive and professional demeanor.
  • Excellent communication skills and proven ability to communicate well with many different constituencies.
  • Ability to work flexible hours when necessary, including evenings and weekends.
Certifications, Licenses, Registrations
  • None
Working Conditions
  • Work is normally performed in a typical interior/office work environment.
Physical Effort
  • No or very limited physical effort required.
Environmental Conditions
  • No or very limited exposure to physical risk.

Application Instructions

All inquiries MUST include:

  • Cover letter
  • Resume

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.