Office Manager

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.

High school diploma or equivalent and 5 years of related experience

• Progressively responsible experience working in a fast-paced, student-centered environment.
• Effective supervisory skills and experience.

• Professional experience in an office setting.
• Possess excellent oral and written communication skills and the ability to deal effectively and professionally with a variety of people at all levels of management within and external to a university environment.
• Possess excellent organizational abilities and is able to work effectively in a fast-paced environment.
• Be able to prioritize.
• Be able to provide solutions.
• Proficiency in Microsoft Word, Excel, and Outlook required.
• Be proficient in planning, organizing, and prioritizing multiple tasks.
• Extensive skills in project management, scheduling, research, electronic record keeping, and event planning.
• Collaboration skills.
• Adaptability and willingness to learn.

• Through open, honest, and respectful communication. All staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Work in a standard office environment
• Sit and work at a computer workstation for extended periods of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Organize and establish priorities; Remember detail; multi-task
• Lift and/or move up to 20 pounds
• Walk, stand, stoop, lift, kneel, climb

• A wide range of complex office administration tasks for Career Center staff including word processing, spreadsheet development, mail merge documents, composing and editing letters, memoranda, reports, presentations, and other clerical duties as assigned.
• Assist Career Center staff as needed with messages, copies, and shipping.
• Sort USPS and Campus Mail for Career Center.
• Provides budget support via event budget tracking, event registration tracking, student assistant personnel and payroll functions, travel, and expense reimbursements, and handles duties associated with purchasing and expenditures, including initiating purchase orders, purchase requests, and check requests.
• Responsible for purchasing card (P-Card) reimbursements and purchases.
• Manage payment processing to vendors for technology that is licensed by the Career Center.
• Supervise front desk staff member and all student assistants covering the front desk. Establish, delegate, communicate, monitor, and reinforce staff assignments, accountabilities, performance expectations, and goals.
• Oversee general front desk operations, including hiring student assistants, training, front desk communication, and staff scheduling.
• Serve as the departmental liaison to DAR HR for questions regarding student or staff hiring needs, benefits, payroll, etc.
• Manage day to day logistics of the Career Center, including opening and closing the office.
• Monitor and manage facilities maintenance issues.
• Manage, update, and communicate facility safety and security guidelines and protocols.
• Order and maintain office supplies and office equipment for the Career Center.
• Coordinate the annual student hiring process with department supervisors.
• Run errands when necessary.
• Coordinate online, in-person, and over-the-phone student appointments via Handshake.
• Coordinate as needed with other staff to assist with office functions and other priority initiatives.
• Manage departmental accounts, including email addresses and DocuSign allowing a wide variety of paperwork to flow through this position.
• In a timely and welcoming manner, greet visitors at the front desk and check in students for appointments.
• Answer main phone line, schedule student appointments, and direct calls as appropriate.

• Manage complex calendars: Schedule meetings, Career Center functions, appointments, conference attendance and travel. Assist in calendar scheduling for other staff members as assigned.
• Coordinate travel arrangements.
• Prepare and submit travel and expense reimbursement requests and forms.
• Develop and maintain confidential and general files of the department.
• Assist department in managing tasks to meet goals and deadlines.
• Develop, implement, interpret, and communicate policies and procedures.
• Review, assess, route, answer and monitor follow-up action steps on correspondence.
• Gather and analyze information required for administrative reporting.
• Create and maintain an efficient filing system.
• Provide search chairs with support during job searches and interviews.

• Other duties as assigned to include, but not limited to, potential assistance with Career Fairs and other special projects or programs managed by the Career Center.